Assistant Property Manager Onsite

at  PHP Management Services LLC

Description:
Condominium Associates began managing condominium and homeowner associations in the Tampa Bay area in 1982 and presently have offices in Pasco, Pinellas, Sarasota and Hillsborough counties. We are a full-service association management company providing services in the areas of facilities management, financial management and administration.

QUALIFICATIONS:

• High school diploma required.
• A minimum of two years of experience in community management or a similar business role is preferred.
• Familiarity with high-rise/condo life safety systems (fire suppression, generators, chillers, etc.) is strongly preferred.
• Proficiency in Microsoft Office Suite, including SharePoint, Excel, Word, Outlook, and PowerPoint.
• Experience maintaining websites is desired, and knowledge of BuildingLink is a plus.
• Valid Driver’s License required.

QUALIFICATIONS:

• Working knowledge of statutes for assigned Condominium or Homeowner Association type.
• Excellent written and verbal communication skills, with the ability to articulate complex ideas.
• Proven ability to multitask and manage priorities efficiently in a dynamic environment.
• Strong initiative, problem-solving skills, and a proactive approach to continuous improvement.
• Project management and leadership skills, especially supervising on-site personnel.
• Proficient in Microsoft Office Applications and tech-savvy in leveraging tools for administrative efficiency.

EDUCATION AND EXPERIENCE:

• LCAM Certification in accordance with Florida state laws
• 2-3 years of relevant experience in community association management.

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

RESPONSIBILITIES:

In the absence of the Property Manager, you’ll take charge of the day-to-day operations, including:

• Ensuring compliance with all reporting requirements as outlined in the Management Services Agreement.
• Meeting requirements outlined in Florida Statute 718.
• Soliciting, reviewing, and compiling bid analysis sheets for community projects and maintenance.
• Drafting Requests for Proposals (RFPs) to ensure comparable vendor data for large projects.
• Investigating and reporting all property damage, personal injury, and work-related accidents in a timely manner.
• Acting as a liaison with legal counsel and vendors to ensure the smooth conduct of Association business.
• Managing staff, overseeing performance, approving payroll, and providing coaching and feedback.
• Maintaining and organizing activity logs, incident reports, and vendor information for review by the Property Manager.
• Collecting HOA payments, sending delinquency notices, and preparing new resident packages.
• Overseeing security systems, incident investigations, and maintaining the association’s website.
• Managing architectural change requests and ensuring compliance.
• Assisting with special administrative tasks, including report preparation and vendor invoice reconciliation.
• Overseeing site projects, committees, and staff scheduling, while maintaining payroll timesheets.
• Filling in for front desk shifts as needed and monitoring emergency response systems when applicable.

SUPERVISORY RESPONSIBILITIES:

You’ll manage a frontline team including Maintenance, Front Desk, and Housekeeping staff. Responsibilities include interviewing, hiring, training, and mentoring employees, as well as overseeing performance, addressing concerns, and resolving issues. You’ll also manage vendor relationships, site committees, and projects as needed.