Assistant Property Manager

Capital City Apartment Association; Wimauma (FL); On-site; USD 40,000 - 65,000; Full time

Job summary

GRS Community Management is seeking an Assistant Property Manager to support the lead Property Manager in a residential Florida community. The role includes processing lease, purchase, and architectural applications, handling owner issues, scheduling maintenance, and creating work orders.

You will respond to resident communications, assist with community inspections, and maintain records to ensure upkeep and governance in cooperation with the Property Manager and Board.

Qualifications

• Strong organizational skills with attention to deadlines.
• Knowledge of association rules and regulations.
• Proficiency in Microsoft Outlook, Teams, Word & Excel.
• Excellent communication skills in a customer-centric environment.
• Ability to work independently and collaboratively within a team.
• Efficient time management.

Responsibilities

• Assist Property Manager in preparing documentation for community meetings.
• Maintain communication with residents, vendors, and board members in the absence of the Property Manager.
• Ensure compliance with insurance programs and governing documents.
• Provide recommendations on community operations and governance.
• Maintain the Association’s Fact Sheet in CINC with current contracts and documents.
• Prepare and deliver periodic management reports and board materials.
• Assist with inspections and compliance with statutes and governing documents.
• Maintain up-to-date Policy Manual for the community.
• Assist with emergency procedures and resident communications.
• Manage Work Order system for timely resident requests.
• Support Architectural Review Program (ACC) with timely responses to requests.
• Address incidents and complete incident reports.
• Welcome new homeowners and explain policies.
• Process lease, purchase, and architectural applications efficiently.
• Respond to resident inquiries and complaints promptly.
• Conduct regular property inspections and oversee repairs/maintenance.
• Respond to emergency maintenance or after-hours calls.
• Maintain accurate association and unit owner records.
• Assist in inspecting common areas and biweekly violation monitoring.

Skills

Organizational skills

Attention to detail

Association rules

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Communication skills

Customer-focused service

Time management

Independent worker

Team collaboration

Education

High school diploma

GED acceptable

Associate degree

Bachelor’s degree in business/management

LCAM certification

CINC software familiarity

2-3 years property management/admin experience

Tools

CINC software

Job description

We are seeking a dedicated and detail-oriented Assistant Property Manager to support the lead Property Manager. The Assistant Property Manager plays a vital role in supporting the lead Property Manager in a residential community. This position involves overseeing the association and engaging with homeowners to ensure their needs are met. Key responsibilities include processing lease, purchase, and architectural applications, addressing owner issues and complaints, scheduling maintenance repairs, and creating and monitoring work orders. Additionally, the Assistant Property Manager responds to resident communications and assists with community inspections, contributing to the overall upkeep and management of the property.

Key Responsibilities

• Assist the Property Manager in preparing all documentation for community-related meetings.
• In the absence of the Property Manager, maintain positive communication with residents, vendors, and board members.
• Help ensure compliance with all required insurance programs for each property, collaborating with the Property Manager and the Association’s insurance broker.
• Provide recommendations to the Property Manager regarding community operations and governance.
• Maintain the Association’s Fact Sheet in CINC, ensuring it includes current contracts, governing documents, rules and regulations, and the GRS management contract.
• Prepare and deliver periodic management reports to the Property Manager and necessary materials for Board meetings.
• Assist the Property Manager and Board of Directors in maintaining compliance with federal, state, and local statutes, as well as the Association’s governing documents.
• Help maintain an up-to-date Policy Manual for the community as approved by the Property Manager.
• Assist with emergency procedures SOP’s and communications to the residents.
• Manage the community’s Work Order system to ensure timely responses to resident requests.
• Assist with the community’s Architectural Review Program (ACC’s) to ensure timely responses to resident requests for them to make improvements on their lot.
• Support the Property Manager in addressing any incidents arising within the community property or during community-sponsored events and completing an incident report.
• Welcome and inform new homeowners about community policies and procedures.
• Process lease, purchase, and architectural applications efficiently.
• Address and promptly resolve inquiries, requests, and complaints from residents.
• Conduct regular property inspections to ensure upkeep and maintenance standards.
• Assist in scheduling and oversee necessary repairs / maintenance, creating and monitoring work orders.
• Respond to emergency maintenance or safety calls and after-hours emergencies in a timely manner.
• Maintain accurate records for the association and unit owner files for all residents.
• Assist the Property Manager with inspections of the community common areas.
• Assist with biweekly inspections for monitoring / reporting of violations in accordance with community policies. Issue violations for homes outside of community standards.
• Schedule Sanction Committee meetings / violation hearings
• Prepare documentation for community-related meetings and provide support during the absence of the Property Manager.
• Collaborate with the Property Manager on the budget and ensure timely coding of bills for payment of the association’s ongoing expenses.
• This Job description is subject to change from time to time by the Property Manager and is intended to be a summery of key responsibilities for the position.

Required Knowledge And Skills

• Strong organizational skills and attention to detail, able to meet deadlines.
• Knowledge of association rules and regulations.
• Proficiency in Microsoft Outlook, Teams, Word & Excel.
• Excellent communication skills with the ability to handle disputes calmly. This is a customer centric environment where the customers live on the property.
• Ability to work independently and collaboratively within a team or committee and engage positively with residents.
• Efficient with time management.

Education And Experience

• High school diploma or GED required; an associate or bachelor’s degree in business or management is preferred.
• A minimum of 2-3 years of relevant administrative experience in property management or customer service.
• Familiarity with property management software (CINC preferred) is a plus.
• LCAM certification is required.

Physical Requirements

Ability lift up to 40 lbs.

Why Join Us?

At GRS Community Management, we value our team members and provide opportunities for professional growth and development. If you are passionate about property management and committed to enhancing our community member experience, we would love to hear from you!