Property Manager -HOA

Castle Group•Palmetto, FL

About The Position

The Property Manager is a Florida-licensed role that requires 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 the community’s common elements are maintained in a first-class manner and in accordance with community rules and regulations. The hands-on leadership role oversees the community’s operational, administrative, financial, human resources, maintenance, and security functions. The Property Manager is on call 24 hours a day, 7 days a week, for emergency consultation when incidents require management intervention. Services are under the direct supervision of Castle Management and performed in accordance with the management agreement between the Board of Directors and Castle Management, LLC. The Property Manager is expected to provide exemplary customer service consistent with Castle Group’s values and mission. The role manages community operations and accounting, including inspections, covenant management, budgeting and financial processes, statutory and contractual compliance, records, emergency preparedness, bids and vendor work, claims, and architectural change requests. It also leads the on-site team, overseeing hiring, training, performance, payroll, PTO, coaching, and development. The Property Manager fosters communication among Board Members, residents, and Management and responds to owner and Board Member requests within required timelines. Other duties may be assigned. The position requires an active CAM license when managing a site in Florida and at least two years of CAM or related business experience, with more experience potentially required depending on the community. An associate’s degree with a business concentration is preferred. The role requires knowledge of property management accounting, budgeting, HOA law and applicable inspections and regulations, computer skills, and a valid driver’s license. Physical demands include lifting up to 30 pounds, standing, walking, climbing stairs, working in varying weather conditions, and navigating properties. Extended hours and weekends may be required, and the Property Manager may need to travel for training or cover nearby communities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

An active CAM license is required when managing a site in Florida.
At least 2 years of CAM or related business experience is required; more may be required depending on the community.
Knowledge of property management accounting practices and terminology, and budgeting skills.
Knowledge of HOA law and required 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.
Strong experience with conflict resolution strategies.
Advanced time management and prioritization skills 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 lift 30 pounds following appropriate safety procedures.
Ability to work in an upright standing position for long periods, walk and climb stairs, handle and grasp objects, reach with hands and arms, type and use a computer monitor extensively, and navigate properties and buildings, potentially over uneven terrain.
Ability to work in varying environmental conditions, including heat, cold, wind, and rain.
Ability to detect auditory and visual emergency alarms and to hear, understand, and appropriately respond to verbal requests in person and by telephone.
Visual ability correctable to 20/20 and ability to respond verbally in an understandable, professional manner in person and over the telephone.
Ability to work extended hours and weekends if needed and maintain composure and good judgment under pressure during emergencies or difficult and stressful situations.

Nice To Haves

An associate’s degree with a concentration in business.
Experience with property management and accounting software such as SmartWebs, Townsquare, BuildingLink, VendorSmart, or similar software; this may be required or preferred depending on the role.
Experience with 55-and-better communities may be required.
Fluency in multiple languages is desirable and may be required depending on community needs.
Ability to travel for off-site training and occasionally cover staff at other communities within a reasonable commuting distance.

Responsibilities

Inspect the community and facilities routinely using assigned checklists to identify maintenance, security, violations, safety, and landscaping deficiencies.
Direct covenant enforcement and prepare for grievance committee meetings, with or without a Covenant Coordinator.
Plan, direct, and oversee systems to protect community assets and records.
Create and manage the Association’s budget and financial processes.
Assist in preparing monthly financial reports, review them for accuracy and variance trends, maintain working knowledge of reports, and support the Treasurer with financial questions.
Comply with reporting requirements in the Castle Management contract and meeting requirements under Florida statute.
Prepare recommendations for collection action on delinquent accounts and report monthly to the Board on progress.
Store and maintain Association records required by Florida statute, including maintaining the Association’s website.
Prepare and implement emergency preparedness plans, including plans for weather 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 for large projects to make vendor submissions comparable.
Investigate accidents and claims involving property damage or personal injury, prepare full written reports, and report them to the appropriate parties within required timelines.
Liaise with legal counsel and Association vendors as needed to conduct Association business.
Review and code vendor invoices after confirming 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 lifecycle, including hiring, training, performance management, payroll and PTO approval, and coaching and developing on-site teammates.
Ensure 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 carry out 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, addressing complaints, and resolving problems.
Perform other duties and responsibilities as assigned.