Property Manager -HOA

Castle Group•Lakewood Ranch, FL

1d•Onsite

About The Position

The Property Manager is licensed 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 that common elements are maintained in a first-class manner and in accordance with community rules and regulations. This hands-on leadership position oversees community 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 are performed according to the management agreement between the Board of Directors and Castle Management, LLC. The Property Manager provides exemplary customer service consistent with Castle Group’s values and mission. The role manages the on-site team and supports the Association’s financial and administrative processes, community upkeep, regulatory compliance, emergency preparedness, vendor relationships, architectural reviews, and communications with Board members and residents. Duties and responsibilities may change or be supplemented based on organizational needs.

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 required statutory inspections and regulations under Florida state and county requirements.
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 ability to prioritize in a changing environment.
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 using appropriate safety procedures.
Ability to stand for extended periods; work in heat, cold, wind, and rain; walk and climb stairs; handle and grasp objects; reach with hands and arms; type extensively; navigate properties and buildings; and potentially walk on uneven terrain during inspections.
Ability to detect auditory and visual emergency alarms and to hear, understand, and respond to verbal requests in person and by telephone.
Visual ability correctable to 20/20.
Ability to respond verbally in an understandable and professional manner in person and by telephone.
Ability to travel off-site for training as needed and occasionally cover other communities within a reasonable commuting distance.
Ability to work extended hours and weekends if needed.
Ability to be on call 24 hours a day, 7 days a week, for emergency consultation.

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 software 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.

Responsibilities

Inspect the community and facilities routinely 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 coordinator.
Plan, direct, and oversee systems for protecting Association assets and records.
Create and manage the Association’s budget and financial processes.
Assist with monthly financial reports, review them for accuracy and variances, maintain working knowledge of the reports, and support the Treasurer with responses 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 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 as needed for large projects to ensure vendor submissions are comparable.
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 after confirming work is satisfactory, 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 architectural reviews, and attend ARC meetings.
Manage all aspects of the on-site employee cycle, including hiring, training, performance management, payroll and PTO approvals, coaching, and development.
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 supervise employees according to 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.