Property Manager -HOA

Castle Group•Bradenton, FL

21h

About The Position

The Property Manager is a Florida-licensed role governed by Florida Statute 468 and requires 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 that services for maintaining the Association’s common elements are delivered to a high standard and in accordance with community rules and regulations. This hands-on leadership position oversees the community’s operational, administrative, financial, human resources, maintenance, and security functions. The Property Manager is on call 24 hours a day, seven 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 governing Board of Directors and Castle Management, LLC. The role also requires exemplary customer service consistent with Castle Group’s values and mission. The Property Manager manages community operations and accounting, supports the Board and Treasurer, oversees compliance and records, prepares budgets and emergency plans, coordinates vendors and projects, and manages the on-site team. The position may require extended hours and weekend work, travel to off-site 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 is required; more may be required 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 proficiency with computer hardware and software, specifically Microsoft Office Suite.
A valid driver’s license.
Outstanding customer service, communication, and interpersonal skills for building customer-focused relationships across organizational levels.
Strong experience with conflict-resolution strategies.
Advanced time-management skills, including prioritizing effectively 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 use good judgment during emergencies and difficult or stressful situations.
Ability to lift 30 pounds using appropriate safety procedures.
Ability to stand for long periods, work in varying environmental conditions, walk and climb stairs, handle and grasp objects, reach with hands and arms, and use fingers extensively for typing and computer work.
Ability to navigate properties and buildings quickly and easily, and possibly walk on uneven terrain during inspections.
Ability to repeat motions with wrists, hands, and fingers; detect auditory and visual emergency alarms; hear, understand, and appropriately respond to verbal requests in person and by telephone; and communicate verbally in an understandable, professional manner in person and by telephone.
Visual ability correctable to 20/20.
Ability to travel to off-site 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 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, depending on the community.
Fluency in multiple languages is desirable and may be required depending on the community’s needs.

Responsibilities

Routinely inspect the community and facilities using assigned checklists to identify maintenance, security, violations, safety, and landscaping deficiencies and ensure compliance with Castle Management guidelines.
Direct the Covenant Coordinator in issuing violations and preparing for grievance committee meetings; manage covenants with or without a Covenant 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 variance trends, maintain working knowledge of them, and support the Treasurer by obtaining 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 in accordance with the Castle Management contract, including plans for weather 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 make vendor submissions comparable.
Promptly investigate and prepare full written reports of accidents and property-damage or personal-injury claims, including work-related injuries, 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 that work was satisfactorily completed, 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 review, and attend ARC meetings.
Manage all aspects of the on-site employee cycle, including hiring, training, performance management, payroll and PTO approval, coaching, and employee development.
Ensure the on-site team can meet community goals and service standards in a hospitable, sensitive, and courteous manner.
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 perform 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.