Resident Relations

Overview

The Administrative Assistant provides a wide variety of administrative support services for the Condo Association, including support and assistance to the management office.

The Administrative Assistant provides exemplary service in a manner consistent with the Castle Group's values and mission. He or she performs all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.

Responsibilities

Building Quality Control & Resident Services Coordinator

Department: Property Management / Concierge Operations

Location: Residential Condominium Building

Position Overview

The Building Quality Control & Resident Services Coordinator is responsible for maintaining the overall appearance, organization, and quality of the building while providing exceptional service to residents and owners.

This position combines daily building inspections, resident assistance, contractor coordination, common-area quality control, administrative support, and coordination of maintenance and warranty requests. The individual will serve as an additional set of eyes and hands for management, helping ensure that the entire property remains clean, organized, professional, and well maintained.

The ideal candidate is proactive, detail-oriented, service-minded, organized, and capable of identifying issues before they become larger problems.

Key Responsibilities

Daily Recycling Collection

• Collect recyclable materials placed in front of residents’ doors on a daily basis.
• Transport collected recyclables to the designated recycling dumpsters located in the garage.
• Ensure recycling collection is completed consistently and that recyclable materials are disposed of in the appropriate areas.
• Maintain cleanliness and organization around the recycling collection and disposal areas.

Resident Concierge Services

• Assist residents and owners with reservations and arrangements for restaurants, taxis, hotels, flights, and other personal services as requested.
• Use the building’s restaurant partnership magazine and available partner resources to assist residents with restaurant reservations and recommendations.
• Provide courteous, professional, and timely assistance with resident requests.
• Help coordinate services and provide information that enhances the resident experience.
• Assist the front desk team with additional resident service requests when needed.

Common-Area Quality Control and Presentation

• Conduct regular walkthroughs of all common areas to ensure the property consistently meets high presentation and cleanliness standards.
• Inspect the lobby, hallways, lounges, amenities, gym, spa, garage, and other shared spaces.
• Ensure decorative items, pillows, furniture, accessories, and other furnishings are properly arranged and presented.
• Identify and correct minor presentation issues, such as misplaced decorations, disorganized furniture, or items that need to be straightened.
• Ensure common areas look polished, welcoming, organized, and professional at all times.
• Perform light cleaning and tidying when necessary, including picking up small pieces of paper or other minor debris.
• Identify cleanliness, maintenance, or presentation concerns and report or log them with the appropriate team.
• Follow up on reported issues to ensure they are addressed.

Guest Suite Management – Unit 406

• Ensure the guest suite, Unit 406, is always clean, organized, presentable, and ready for rental.
• Conduct regular inspections to verify that furniture, linens, décor, amenities, and other items are properly arranged and in good condition.
• Identify missing items, damage, maintenance concerns, or cleaning requirements.
• Coordinate with housekeeping, maintenance, or management to resolve any issues before the next reservation.
• Ensure the suite consistently meets the building’s expected standards for guest readiness.

Contractor Check-In and Coordination

• Staff the lobby desk for contractor check-ins during the assigned morning shift, generally between 8:00 a.m. and 12:00 p.m. or 1:00 p.m., depending on the day’s schedule.
• Verify contractor arrivals and coordinate access to the building as authorized.
• Communicate with management, maintenance, and relevant teams regarding scheduled work.
• Assist contractors with access to common areas and other approved work locations.
• Help open doors or coordinate access when contractors are performing authorized work in the building.
• Ensure contractor visits are properly coordinated and that any access or scheduling issues are communicated to management.
• Support the smooth execution of maintenance, repair, and warranty work throughout the property.

Building Inspections and Maintenance Requests

• Conduct regular walkthroughs of the building to identify maintenance, repair, cleanliness, and presentation issues.
• Look for items such as paint damage, wall imperfections, damaged finishes, loose fixtures, deteriorating décor, and other visible deficiencies.
• Submit warranty claims when appropriate and authorized.
• Log maintenance requests for the maintenance team when repairs or corrective work are needed.
• Assist management with monitoring outstanding Coastal warranty claims and following up on unresolved items.
• Document deficiencies clearly, including the location and nature of the issue, and provide photographs when appropriate.
• Follow up with the relevant team to confirm that reported issues have been addressed.
• Help ensure that maintenance issues are identified promptly rather than waiting for residents or owners to report them.

Garage and Vehicle Oversight

• Conduct regular walkthroughs of the garage to ensure that the area is clean, organized, and in good condition.
• Check that vehicles are properly registered in the building’s Linker system.
• Identify vehicles that appear to be unregistered or require verification and report them to management.
• Assist with parking residents’ or guests’ vehicles inside the garage when requested and authorized.
• Help maintain an organized parking environment and report any vehicle-related concerns.
• Perform minor cleanup when necessary, such as picking up paper or small pieces of debris.
• Report garage maintenance, safety, cleanliness, or access issues to the appropriate team.

Vacant Unit Inspections

• Conduct walkthroughs of vacant units that have not yet been sold when requested by management.
• Ensure units are presentable, orderly, and maintained in an appropriate condition.
• Check visible finishes, paint, fixtures, windows, doors, and other general items for deficiencies.
• Prepare a list of outstanding items or concerns identified during inspections.
• Submit maintenance or warranty requests where appropriate and authorized.
• Communicate findings to management so that corrective work can be coordinated.
• Help ensure vacant units remain presentable and ready for showings or other approved uses.

Administrative and Management Support

• Assist the property management office with administrative and operational tasks as assigned.
• Help receive, open when authorized, sort, and organize Amazon packages and other deliveries intended for management.
• Assist with organizing documents, materials, supplies, and other office items.
• Help coordinate access, communications, and follow-up for building-related requests.
• Support management with general tasks that contribute to the efficient operation of the property.
• Handle sensitive information, deliveries, and management materials responsibly and discreetly.

Maintenance Team and Front Desk Support

• Assist the maintenance team with practical tasks when needed, including coordinating access to doors and common areas for authorized work.
• Help the front desk team with additional duties when required to maintain smooth daily operations.
• Communicate observed building issues to the appropriate department.
• Provide support during busy periods or when additional assistance is needed.
• Work collaboratively with management, concierge, front desk, housekeeping, maintenance, and outside contractors.

General Building Standards and Proactive Follow-Up

• Take ownership of the building’s overall appearance and day-to-day condition.
• Remain attentive to details that affect the resident experience, property presentation, and professional image of the building.
• Identify issues proactively and bring them to management’s attention.
• Maintain a professional and courteous attitude when interacting with residents, owners, guests, contractors, and colleagues.
• Ensure assigned responsibilities are completed consistently and that outstanding issues are communicated rather than overlooked.
• Perform other reasonable building operations, resident service, and administrative duties as assigned by management.

Qualifications and Skills

• Strong attention to detail and a proactive approach to quality control.
• Excellent organizational and time-management skills.
• Professional communication and customer service abilities.
• Ability to work independently while coordinating effectively with multiple teams.
• Good judgment when identifying maintenance, safety, and presentation issues.
• Comfortable using building management systems, including Linker, and submitting maintenance or warranty requests.
• Ability to handle light physical tasks, including collecting recyclables, walking throughout the property, and performing minor tidying.
• Dependable, punctual, discreet, and professional.
• Previous experience in residential property management, concierge services, hospitality, building operations, or a similar role is preferred.

Performance Expectations

The successful candidate will be expected to:

• Complete daily recycling collection consistently.
• Maintain the presentation and organization of common areas through regular inspections.
• Keep Unit 406 ready for its next approved rental.
• Coordinate contractor check-ins and authorized access during assigned hours.
• Identify and report building deficiencies promptly.
• Maintain accurate and timely maintenance and warranty requests.
• Ensure garage inspections and vehicle registration checks are performed regularly.
• Complete assigned administrative and resident service tasks reliably.
• Communicate outstanding issues and follow up until they are resolved or escalated to management.

Overall Objective

The Building Quality Control & Resident Services Coordinator is responsible for helping management maintain a property that consistently looks its best, operates efficiently, and provides a high standard of service to residents and owners.

This person should act as a proactive quality control representative for the entire building: observing, identifying, organizing, reporting, and following up on issues while supporting the daily needs of residents, management, the front desk, and the maintenance team.

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/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High school diploma or equivalency required.

• A minimum of One (1) year of administrative support or related work experience is required. Must possess a strong administrative background.

• Intermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).

• Position may require valid Driver’s License.

Skills and Abilities

• Strong customer service, communication, and interpersonal skills.

• Strong conflict resolution skills with ability to handle and diffuse conflict situations required.

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

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

• Excellent interpersonal and office management skills.

• Excellent organizational skills and a high attention to detail.

• Ability to prioritize tasks in a fast-paced environment.

• Multiple language fluency is desirable and may be required depending on the community’s needs.

• Ability to learn new technology.

• Ability to act with integrity, professionalism, and confidentiality.

Physical requirements

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

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

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

• Ability to:

• Work in a seating stationary position for long periods of time

• Walk and climb stairs.

• Handle, grasp, feel objects and equipment.

• Reach with hands and arms.

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

• Repeat various motions with wrists, hands and fingers.

• Ability to detect auditory and/or 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.

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

• May be required to cover for administrative staff at other communities within reasonable distance when 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.