Property Manager - Condo

Castle Group•Sarasota, FL

About The Position

The Property Manager is licensed under Florida Statute 468 and must be knowledgeable about Florida Statute 718, which governs condominiums. 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 role 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 supervised by Castle Management and carried out according to the management agreement between the Board of Directors and Castle Management, LLC. The Property Manager is expected to provide exemplary service consistent with Castle Group’s values and mission and to demonstrate outstanding customer service as a representative of Castle Royal Service. The role includes inspecting the community and facilities, managing budgets and financial processes, preparing and reviewing reports, maintaining Association records and its website, supporting statutory and contractual compliance, coordinating bids and vendor services, and preparing emergency plans. The Property Manager also oversees the on-site team, including hiring, training, performance management, payroll and PTO approvals, coaching, and development. They foster communication among Board members, residents, and management, respond to requests within required timelines, and perform other duties as assigned. The position requires an active CAM license when managing a Florida site, a minimum of two years of CAM or related business experience (or more depending on the community), knowledge of property management accounting and budgeting, condominium law and statutory inspections, and high-rise/condominium life-safety equipment. The role also requires strong customer service, communication, conflict resolution, organization, analytical, problem-solving, negotiation, and time-management skills. Physical requirements include lifting up to 30 pounds, standing, walking, climbing stairs, working in varying weather conditions, navigating buildings and potentially uneven terrain, using a computer, and detecting emergency alarms. Extended hours, weekends, off-site training travel, and coverage at nearby communities may be required as needed.

Requirements

An active CAM license is required when managing a site in Florida.
At least two years of CAM or related business experience is required, with additional experience potentially required depending on the community.
Knowledge of property management accounting practices, terminology, and budgeting.
Knowledge of condominium law and required statutory inspections and regulations under Florida state and county requirements.
Knowledge of high-rise/condominium life-safety equipment, including fire suppression systems, generators, chillers, cooling towers, and elevators.
Intermediate proficiency with Microsoft Office Suite, including SharePoint, Excel, Word, Outlook, and PowerPoint.
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 following appropriate safety procedures.
Ability to stand for long periods, work in varying environmental conditions, walk and climb stairs, handle and grasp objects, reach, type, use a computer monitor, navigate buildings, and potentially walk on uneven terrain.
Ability to detect auditory and visual emergency alarms and respond appropriately 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.
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 Building Link or similar software may be required or preferred.
Understanding of condominium building mechanics 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.
Plan, direct, and oversee systems that protect Association assets and records.
Create and manage the Association’s budget and financial processes.
Assist in preparing monthly financial reports, review them for accuracy and variance trends, maintain knowledge of the reports, and support the Treasurer with 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 by Florida law, including maintaining the Association’s website.
Prepare and implement emergency preparedness plans, 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 or services.
Draft requests for proposals for large projects to ensure vendor submissions are comparable.
Investigate accidents and claims involving 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, confirm work was completed satisfactorily, and ensure payments align with Board direction.
When an Assistant Property Manager is 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 on-site employee cycle, including hiring, training, performance management, payroll and PTO approval, 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 perform supervisory duties under 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.