Property Manager -HOA

Castle Group•Fort Lauderdale, FL

About The Position

The Property Manager is a hands-on leadership role licensed under Florida Statute 468 and requiring knowledge of Florida Statute 720, which governs Homeowner Associations. Under general supervision and in association with the Board of Directors, the Property Manager plans, directs, recommends, and implements policies and procedures to ensure that services for maintaining the Association’s common elements are delivered to a high standard and comply with community rules and regulations. The role oversees community operations, administration, finances, human resources, maintenance, and security. The Property Manager works under the direct supervision of Castle Management and performs services in accordance with the Management agreement between the Board of Directors and Castle Management, LLC. The position is on call 24 hours a day, 7 days a week, for emergency consultation when incidents require management intervention. The Property Manager is expected to provide exemplary customer service consistent with Castle Group’s values and mission.

Requirements

An active CAM license is required when managing a site in Florida.
At least 2 years of CAM or related business experience, or more depending on the community.
Knowledge of Property Management accounting practices and terminology, and budgeting skills.
Knowledge of HOA law and statutory inspections and regulations under Florida state and county requirements.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite.
Valid driver’s license.
Outstanding customer service, communication, and interpersonal skills to build effective customer-focused relationships across the organization.
Strong experience with conflict resolution strategies.
Advanced time management skills, including prioritizing effectively in an environment with constant changes.
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Strong analytical, problem-solving, and negotiation skills.
Strong presentation and public speaking skills.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work under pressure, maintain composure, and use good judgment in emergency, difficult, or stressful situations.
Ability to lift 30 pounds following appropriate safety procedures.
Ability to stand for long periods; work in varying environmental conditions; walk, climb stairs, and navigate property and buildings; handle and grasp objects; reach with hands and arms; type and use a computer monitor; repeat wrist, hand, and finger motions; detect auditory and visual emergency alarms; hear, understand, and respond to verbal requests in person and by telephone; and communicate verbally in an understandable, professional manner.
Visual ability correctable to 20/20.
Ability to travel off-site for training as needed and occasionally cover staff at other communities within a reasonable commuting distance.
Ability to work extended hours and weekends if needed.

Nice To Haves

An associate’s degree with a concentration in business is preferred.
Experience with Property Management and accounting software such as SmartWebs, Townsquare, BuildingLink, VendorSmart, or similar may be required or preferred.
Some experience with 55-and-better communities may be required.
Fluency in multiple languages is desirable and may be required depending on the community’s needs.
Ability to walk on uneven terrain, depending on the community, while conducting inspections.

Responsibilities

Inspect the community and facilities routinely using assigned checklists to identify maintenance, security, violations, safety, and landscaping deficiencies and maintain compliance with Castle Management guidelines.
Direct the Covenant Coordinator on issuing violations and preparing for grievance committee meetings, and manage covenants with or without a Covenant Coordinator.
Plan, direct, and oversee systems that protect the Association’s community assets and records.
Create and manage the Association’s budget and financial processes.
Assist with preparing monthly financial reports, review them for accuracy and variance trends, maintain working knowledge of the reports, and support the Treasurer in responding to financial questions.
Comply with reporting requirements in the Castle Management contract and meeting requirements under Florida Statute 718.
Prepare recommendations for collection action on delinquent accounts and report monthly to the Board on progress.
Store and maintain Association records required under Florida Statute, including maintaining the Association’s website.
Prepare and implement Emergency Preparedness plans under the Castle Management contract, including plans for weather-related events and natural disasters.
Solicit, review, and compile bid analysis sheets for Board review for maintenance, construction, and other community projects and services.
Draft requests for proposals as needed for large projects so vendor submissions can be compared.
Investigate accidents and claims involving property damage or personal injury, prepare full written reports, and report them to the appropriate party within required timelines.
Liaise with legal counsel and Association vendors as needed to conduct Association business.
Review and code vendor invoices before payment, confirm work was completed satisfactorily, and ensure payments align with Board direction.
When Administrative Staff are absent, track homeowners’ architectural change requests, inspect completed work for compliance, use assigned software to engage Board or Committee members in the review process, and attend ARC meetings.
Manage the employee cycle, including hiring, training, performance management, payroll and PTO approval, and coaching and developing on-site teammates.
Ensure the team can meet community goals and standards in a hospitable, sensitive, and courteous manner.
Ensure on-site teammates follow safety precautions and procedures.
Foster communication among Board Members, Residents, and Management.
Respond to owner and Board Member requests within required timelines.
Directly manage the on-site team and perform supervisory duties in accordance with Castle policies and applicable laws, including interviewing, hiring, training, developing, mentoring, assigning and directing work, appraising performance, rewarding and disciplining employees, and addressing complaints and problems.
Perform other duties and responsibilities as assigned.