Property Manager -HOA

Castle Group•Fort Myers, FL

About The Position

The Property Manager is licensed under Florida Statute 468 and is expected to understand 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 elements are maintained in a first-class manner and in accordance with community rules and regulations. This hands-on leadership position 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 performed according to the management agreement between the Board and Castle Management, LLC. The Property Manager provides exemplary customer service as a representative of Castle Royal Service and demonstrates the Castle Group’s values and mission. The role manages community inspections and compliance, association budgets and financial processes, reporting and records, emergency preparedness, vendor bidding and contracts, claims, architectural requests, and relations among the Board, residents, and Management. It also leads the on-site team, overseeing hiring, training, performance, payroll, PTO, coaching, and development. The position may require extended hours, weekend work, travel for training, and occasional coverage at nearby communities.

Requirements

An active Community Association Manager (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, terminology, and budgeting.
Knowledge of HOA law and statutory inspections and regulations established by Florida state and county authorities.
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 a constantly 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 exercise good 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, and rain; walk and climb stairs; handle, grasp, and feel objects; reach with hands and arms; and repeat wrist, hand, and finger motions.
Ability to use fingers extensively for typing and visually use a computer monitor.
Ability to navigate properties and buildings quickly and easily, and possibly walk over uneven terrain during inspections.
Ability to detect auditory and visual emergency alarms and hear, understand, and appropriately respond to verbal requests in person and by telephone.
Visual ability correctable to 20/20.
Ability to communicate verbally in an understandable and professional manner in person and by telephone.
May be required to travel off-site for training 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 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 and maintain compliance with Castle Management guidelines.
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 that protect association 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 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.
Recommend collection actions on delinquent accounts and report progress to the Board monthly.
Maintain Association records required under Florida statute, including the Association website.
Prepare and implement emergency preparedness plans required by 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, community projects, and services in the Association’s interest.
Draft requests for proposals as needed for large projects so vendor submissions can be compared.
Investigate accidents and claims for 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 before payment, verify satisfactory completion of work, 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 with Board or Committee members, and attend ARC meetings.
Manage 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 service 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 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.
Interview, hire, train, develop, and mentor employees; plan, assign, and direct work; appraise performance; reward and discipline employees; address complaints; and resolve problems.
Perform other duties and responsibilities as assigned.