Property Manager- Portfolio

Castle Group•Lakewood Ranch, FL

About The Position

The Portfolio Property Manager (PM) is a licensed Community Association Manager (CAM) under Florida Statute 468 and is expected to understand the Florida statutes governing HOAs or condominiums. Under general supervision and in association with the Board of Directors, the PM plans, directs, recommends, creates, and implements policies and procedures to ensure common elements are maintained in a first-class manner and in accordance with governing documents. The role oversees multiple smaller developer sites and is a hands-on leadership position responsible for the operational, administrative, financial, maintenance, and security functions of the Associations. The PM must be available on call 24 hours a day, seven days a week, for emergency consultation requiring management intervention. Services are under the direct supervision of Castle Management and are performed in accordance with the management agreement between the governing Developer Board of Directors and Castle Management, LLC. The PM provides exemplary service consistent with Castle Group’s values and mission, demonstrating outstanding customer service as a representative of Castle Royal Service. Responsibilities include overseeing operations and accounting, budgets and financial processes, records and reporting, inspections, emergency preparedness, bids and vendor payments, architectural review processes, owner orientations, and communications with Board Members and residents. The PM is the direct supervisor of the on-site team where applicable. The role requires an active CAM license when managing a site in Florida, at least two years of CAM or related business experience (or more depending on the community), and intermediate-to-advanced knowledge of property management accounting, deficit funding, and budgeting. A valid driver’s license is required. The position involves travel between sites, possible off-site training or temporary coverage at nearby communities, and may require extended hours and weekends. Physical demands include lifting up to 30 pounds, standing for long periods, walking and climbing stairs, working in varied weather conditions, and using a computer and telephone.

Requirements

An active CAM license is required when managing a site in Florida.
At least two years of CAM or related business experience are required; additional experience may be required depending on the community.
Intermediate-to-advanced knowledge of property management accounting practices, deficit funding, and budgeting.
Intermediate skills with Microsoft Office Suite, including SharePoint, Excel, Word, Outlook, and PowerPoint.
Knowledge of or experience with construction and home-building processes related to Certificates of Occupancy and closings.
A valid driver’s license is required.
Outstanding customer service, communication, and interpersonal skills.
Strong experience with conflict-resolution strategies.
Advanced time-management skills and the ability to prioritize in an environment with constant changes.
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Strong analytical and problem-solving skills.
Strong negotiation skills.
Ability to present and speak in public settings.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work under pressure, maintain composure, and use good judgment during emergency, difficult, or stressful situations.
Ability to lift 30 pounds while following appropriate safety procedures.
Ability to stand for long periods; work in heat, cold, wind, and rain; walk and climb stairs; handle, grasp, and feel objects; reach with hands and arms; and perform repetitive motions with wrists, hands, and fingers.
Ability to use a computer monitor and type extensively; visual ability correctable to 20/20.
Ability to navigate properties and buildings quickly and easily and to detect auditory and visual emergency alarms.
Ability to hear, understand, and appropriately respond to verbal requests in person and over the telephone, and to respond verbally in an understandable, professional manner.
Ability to travel to different sites within the week and, as needed, to off-site training or nearby communities to cover for staff.
Ability to work extended hours and weekends if needed.
Availability for emergency consultation on call 24 hours a day, seven days a week.

Nice To Haves

An Associate’s degree with a concentration in business is preferred.
Fluency in multiple languages is desirable and may be required depending on the community’s needs.

Responsibilities

Implement and comply with reporting requirements in the Castle Management contract and meeting requirements under Florida Statutes 718 or 720.
Use assigned inspection checklists to routinely inspect community facilities for maintenance, security, violations, safety, and landscaping deficiencies.
Create, plan, direct, and implement systems to protect community assets and Association records.
Manage Association budgets and financial processes, review expenses, and prepare and submit deficit funding requests to maintain cash flow.
Assist with monthly financial reports, review them for accuracy and variance trends, maintain working knowledge of the reports, and support the Treasurer with responses to financial questions.
Recommend collection actions for delinquent accounts.
Create and implement processes for storing and maintaining Association records required by Florida statute, including maintaining the Association website.
Create and implement emergency preparedness plans, including plans for weather-related events and natural disasters.
Solicit, review, and compile bid analyses for Board review for maintenance, construction, and other community projects and services.
Investigate accidents and claims involving property damage or personal injury, prepare 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 before payment, confirm work has been completed satisfactorily, and ensure payments align with Board direction.
Create and implement architectural change request processes, use assigned software to engage Board or Committee members in architectural review, and arrange ARC meetings.
Set up or transfer Association utility accounts from the Developer.
Schedule and lead new-owner welcome meetings and orientations as needed.
Purchase equipment and supplies for site offices and lifestyle programs, if applicable.
Foster appropriate communications between Board Members, residents, and Management.
Respond to resident, owner, and Board Member requests within required timelines.
Directly supervise the on-site team, where applicable.
Perform other duties and responsibilities as assigned.