Assistant General Manager- HOA

Overview

Summary 

The Assistant General Manager - HOA is responsible for supporting the General Manager on site with any delegated administrative, financial, or operational tasks.   

The Assistant General Manager provides exemplary service consistent with the Castle Group's values and mission. As a representative of Castle Royal Service, he or she performs all responsibilities while demonstrating outstanding customer service skills. 

Responsibilities

Essential Duties and Responsibilities

• Manage and handle day-to-day activities of the Property in the absence of the General Manager, including but not limited to:
• Complying with all reporting requirements outlined in the Management Services Agreement.
• Complying with all meeting requirements in accordance with the Texas Property Code, including Chapter 209 (Texas Residential Property Owners Protection Act) and the Association's governing documents.
• Conducts routine community inspections to identify governing document violations, deed restriction non-compliance, and property maintenance concerns; documents findings accurately and in accordance with Chapter 209 notice and enforcement procedures.
• Manages the Architectural Control Committee (ACC) process end-to-end — receiving homeowner requests, coordinating timely Board or Committee review, communicating decisions to homeowners in writing, and tracking compliance upon project completion utilizing assigned software platforms.
• Processes fine assessments and fine waiver requests in compliance with Texas Property Code §209.006 and §209.007, ensuring proper written notice, opportunity to cure, and hearing rights are provided before any enforcement action is taken.
• Attends Board meetings, records accurate and complete meeting minutes, and ensures minutes are prepared and made available in compliance with Chapter 209 and the Association's governing documents.
• Solicits, reviews, and compiles bid analysis sheets for Board Review for maintenance, construction, and other community projects, as well as services deemed to be in the best interests of the Association.
• Drafts RFPs (Requests for Proposals) as needed before bidding on large projects to ensure that data received is comparable across all vendors.
• Promptly investigates and provides a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and reports within the appropriate timelines to the appropriate party.
• Acts as liaison with legal counsel and other Association vendors as necessary to conduct Association business.
• Manages staff, including performance management, payroll approval, and coaching.
• Manages and tracks all activity logs, inspection reports, violation records, and incident reports for the General Manager's review; assists in investigations as needed.
• Resolves and follows up on all complaints and issues and reports outcomes to the General Manager.
• Oversees and gathers information and data for vendors.
• Acts as a liaison and manages Association vendors, including assessing vendor performance and compliance with Castle and Association standards.
• Assists with vendor and invoice reconciliation.
• Collects monthly payments where applicable, makes deposits, runs delinquency reports, and sends delinquency notices in accordance with Association policy and applicable Texas law.
• Prepares new resident welcome packages as required.
• Tracks lease registrations and processes required paperwork in accordance with the Association's rental restriction policies and governing documents.
• Provides training as needed for new hires in the corresponding department.
• Monitors and controls Electronic Security and Gate Control Systems, where applicable.
• Maintains the Association website and community communication platforms.
• Assists the General Manager with special requests including administrative work, mailings, and resident communications.
• Assists in the preparation of reports for inclusion in monthly management reports and Board packages.
• Ensures all safety precautions and procedures are followed while performing duties.
• May oversee committees (i.e., grievance, ACC, or architectural review) and site projects.
• May oversee and schedule staff for the site.
• May maintain schedules and timesheets for payroll purposes.
• May fill front desk shifts if or when needed.
• May monitor the Emergency Response System, if applicable.
• Other duties and responsibilities as assigned.

Qualifications

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• High school diploma required.   

• A minimum of (3) three years of community management or similar business experience preferred or in a similar role.  

• Knowledge and understating of HOA operations are strongly preferred.  

• Intermediate skills with Microsoft Office Suite (including SharePoint, Excel, Word, Outlook, and PowerPoint).  

• Experience in maintaining a website is desired.   

• Knowledge of TownSq and SmartWebs preferred.   

• Valid Driver’s License required.  

Skills and Abilities 

• Able to work under tight deadlines and use time effectively based on key priorities and delegate them when appropriate.  

• Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information using spoken and written language.   

• Excellent interpersonal, negotiation, and organizational skills and great attention to detail.  

• Strong analytical and problem-solving skills.  

• Multiple language fluency is desirable. Depending on the community.   

• Ability to learn new technology required.   

• Ability to act with integrity, professionalism, and confidentiality.  
•  Proficient in conflict resolution and de-escalation techniques.   

Physical requirements 

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 30lbs. following appropriate safety procedures.   

• Ability to: 

• Work in different environmental working conditions (e.g. heat, cold, wind, rain).  

• Walk and climb stairs.  

• Walk on uneven terrains, depending on the community  

• Handle, grasp, and feel objects and equipment.  

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Reach with hands and arms.  

• Ability to navigate property/buildings quickly and easily is required to meet the job functions.  

• Must be comfortable working outside for long periods of time in all types of weather.  

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and visual emergency alarms.  

• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone. 

• Visual ability correctable to 20/20. 

• Ability to respond verbally in an understandable, professional manner in person and over the telephone. 

• Ability to stoop and bend. 

• May be required to travel for training sessions off-site on an ad-hoc basis.   

• May be occasionally required to cover for staff at other communities within a reasonable commuting distance when needed.    

• Ability to work extended hours and weekends if needed. 

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.