Property Manager -HOA

Castle Group•Plantation, FL

8d•Onsite

About The Position

The Property Manager is a licensed role under Florida Statute 468 and must be knowledgeable about 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 common elements are maintained in a first-class manner and in accordance with community rules and regulations. The position 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 Castle Management’s direct supervision and are performed according to the 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 is responsible for community inspections, covenant management, association budgets and financial processes, reporting, records, emergency preparedness, vendor procurement and oversight, and coordination with legal counsel and other vendors. It also oversees the on-site team, including hiring, training, performance management, payroll and PTO approvals, coaching, and employee development. The Property Manager fosters communication among Board Members, residents, and management and responds to their requests within required timelines.

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 experience may be required depending on the community.
Knowledge of Property Management accounting practices, terminology, and budgeting is required.
Knowledge of HOA law and statutory inspections and regulations outlined by Florida state and county is required.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite.
A valid driver’s license.
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, 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 exercise sound judgment during emergencies and stressful situations.
Ability to lift 30 pounds using appropriate safety procedures.
Ability to stand for long periods, work in heat, cold, wind, or rain, walk and climb stairs, handle and grasp objects, reach with hands and arms, type extensively, use a computer monitor, navigate property and buildings, and potentially walk on uneven terrain.
Ability to detect auditory and visual emergency alarms; hear, understand, and respond to verbal requests in person and over the 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.
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 community.
Some experience with 55-and-better communities may be required depending on the community.
Fluency in multiple languages is desirable and may be required depending on community needs.

Responsibilities

Conduct routine community and facility inspections using assigned checklists to identify maintenance, security, violations, safety, and landscaping deficiencies.
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 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 progress to the Board monthly.
Store and maintain Association records required under Florida Statute, including maintaining the Association’s website.
Prepare and implement emergency preparedness plans, 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 for large projects to ensure 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.
Act as liaison with legal counsel and Association vendors as necessary.
Review and code vendor invoices before payment, confirm work has been completed satisfactorily, and ensure payments align with Board direction.
In the absence of administrative staff, track homeowners’ architectural change requests, inspect completed work for compliance, use assigned software to engage Board or Committee members during architectural review, and attend ARC meetings.
Manage all aspects of the employee cycle, including hiring, training, performance management, payroll and PTO approvals, 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 appropriate communication among Board Members, residents, and management.
Respond within required timelines to requests from owners and Board Members.
Directly manage the on-site team and conduct supervisory responsibilities 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.