Property Manager -HOA

Castle Group•Tampa, 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 common-element services are delivered in a first-class manner and comply with community rules and regulations. The role oversees community operations, administration, finances, human resources, maintenance, and security. 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 represents Castle Royal Service and is expected to provide exemplary customer service consistent with Castle Group’s values and mission. The position manages the on-site team and works with Board members, residents, vendors, counsel, and other stakeholders. It includes responsibility for community inspections, budgets and financial processes, compliance and records, emergency preparedness, project bidding, incident reporting, architectural requests, and employee management. The role may require extended hours and weekend work, travel for off-site training, and occasional coverage at other nearby communities.

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; the amount may vary depending on the community.
Knowledge of property management accounting practices, terminology, and budgeting is required.
Knowledge of HOA law and statutory inspections and regulations applicable under Florida state and county rules is required.
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 skills and 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 use good judgment during emergency, difficult, and stressful situations.
Ability to lift 30 pounds using appropriate safety procedures.
Ability to stand for long periods, work in heat, cold, wind, and rain, walk and climb stairs, handle and grasp objects, reach with hands and arms, and perform repetitive wrist, hand, and finger motions.
Ability to type extensively and use a computer monitor visually, navigate property and buildings, and possibly walk on uneven terrain during inspections.
Ability to detect auditory and visual emergency alarms and hear, understand, and appropriately respond to verbal requests in person and over the 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.
May need to travel off-site for training and occasionally cover staff at other communities within a reasonable commuting distance.

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 community needs.

Responsibilities

Inspect the community and facilities routinely using assigned checklists to identify maintenance, security, violations, safety, and landscaping deficiencies.
Direct the Covenant Coordinator in issuing violations and preparing for grievance committee meetings, and manage covenants with or without a Covenant Coordinator.
Plan, direct, and oversee systems that protect community assets and records.
Create and manage the Association’s budget and financial processes.
Assist with 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 statutes.
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 website.
Prepare and implement emergency preparedness plans under the Castle Management contract, including plans for weather events and natural disasters.
Solicit and review bids and compile bid analysis sheets for Board review for maintenance, construction, and other projects and services.
Draft requests for proposals for large projects to ensure vendor submissions are comparable.
Investigate accidents and claims involving property damage, personal injury, or work-related injuries; prepare complete written reports and submit them to the appropriate parties within required timelines.
Liaise with legal counsel and Association vendors as necessary 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 all aspects of the employee lifecycle, including hiring, training, performance management, payroll and PTO approval, coaching, and teammate development.
Ensure the on-site team can meet community goals and standards with hospitable, sensitive, and courteous service.
Ensure site teammates follow safety precautions and procedures.
Foster appropriate 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 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, and resolving complaints and problems.
Perform other duties and responsibilities as assigned.