Property Manager -HOA

Castle Group•Wylie, TX

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 services for maintaining the Association’s common elements are provided 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, 7 days a week, for emergency consultation when incidents require management intervention. Services are under the direct supervision of Castle Management and are performed as stated in the management agreement between the governing Board of Directors and Castle Management, LLC. The Property Manager provides exemplary customer service as a representative of Castle Royal Service. The role manages community operations and accounting, employee and on-site team functions, and relationships among the Board, residents, and management. It also includes physical inspections, emergency preparedness, records and compliance, vendor and project coordination, and supervision of on-site employees. The position may require extended hours, weekends, training travel, and occasional coverage at 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, or more depending on the community.
Knowledge of Property Management accounting practices, terminology, and budgeting.
Knowledge of HOA law and 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.
Strong experience with conflict-resolution strategies.
Advanced time-management and prioritization skills 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 lift 30 pounds using appropriate safety procedures.
Ability to work under pressure and maintain composure and good judgment during emergency, difficult, or stressful situations.
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; type extensively; navigate properties and buildings; and possibly walk on uneven terrain.
Ability to detect auditory and visual emergency alarms and to hear, understand, and respond appropriately to in-person and telephone requests.
Visual ability correctable to 20/20 and ability to communicate verbally in an understandable, professional manner in person and over the telephone.
Ability to work extended hours and weekends if needed.
May be required 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 may be required or preferred, depending on the community.
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 community needs.

Responsibilities

Use assigned inspection checklists to routinely inspect the community and facilities for 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 Covenant Coordinator.
Plan, direct, and oversee systems to protect Association community 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 working knowledge of 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.
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, including plans for weather events and natural disasters.
Solicit, review, and compile bid analysis sheets for Board review for maintenance, construction, community projects, and services.
Draft requests for proposals for large projects to ensure vendor submissions can be compared.
Investigate accidents and claims involving property damage, personal injury, or work-related injuries; prepare full written reports and submit them to the appropriate parties within required timelines.
Act as liaison with legal counsel and Association vendors as needed.
Review and code vendor invoices before payment after confirming work is 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 the employee cycle, including hiring, training, performance management, payroll and PTO approvals, coaching, and teammate development.
Ensure the on-site team can meet community goals and 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 within required timelines to owner and Board Member requests.
Directly manage the on-site team and perform supervisory duties under Castle policies and applicable laws, including hiring, training, mentoring, work assignment, performance appraisal, rewards, discipline, complaint handling, and problem resolution.
Perform other duties and responsibilities as assigned.