Property Manager -HOA

Castle Group•Boynton Beach, 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 that services for maintaining the Association’s common elements are delivered to a high standard and in accordance with community rules and regulations. The position oversees 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 according to the management agreement between the Board of Directors and Castle Management, LLC. The Property Manager is expected to provide exemplary customer service consistent with Castle Group’s values and mission and represent Castle Royal Service. The role includes community inspections, covenant and violation management, budgeting and financial reporting, statutory and contractual compliance, records and website maintenance, emergency preparedness, procurement and vendor oversight, incident reporting, architectural review coordination, and management of the on-site team. The manager supports effective communication among the Board, residents, and management and responds to owner and Board requests within required timelines.

Requirements

An active CAM license is required when managing a site in Florida.
At least 2 years of CAM or related business experience, with the amount required depending on the community.
Knowledge of property management accounting practices, terminology, and budgeting.
Knowledge of HOA law and required Florida state and county statutory inspections and regulations.
Intermediate proficiency with 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 sound judgment during emergencies and stressful situations.
Ability to lift 30 pounds using appropriate safety procedures; 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 and use a computer monitor; navigate properties and buildings; and, depending on the community, walk on uneven terrain during inspections.
Ability to detect auditory and visual emergency alarms; hear, understand, and respond appropriately to verbal requests in person and by telephone; and communicate verbally in an understandable, professional manner.
Visual ability correctable to 20/20.
Ability to work extended hours and weekends if needed.
May need to travel off-site for training and occasionally cover 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.
Fluency in multiple languages is desirable and may be required depending on the community’s needs.

Responsibilities

Conduct routine community and facility inspections using assigned checklists to identify maintenance, security, violations, safety, and landscaping deficiencies.
Direct the Covenant Coordinator on issuing violations and preparing for grievance committee meetings; manage covenants with or without a Covenant 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 trends, maintain working knowledge of the reports, and support the Treasurer in obtaining answers 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.
Maintain Association records required by Florida Statute, including the Association website.
Prepare and implement emergency preparedness plans, including plans for weather-related events and natural disasters.
Solicit, review, and compile bid analysis sheets for Board review for maintenance, construction, and other projects and services.
Draft requests for proposals for large projects as needed to enable comparable vendor submissions.
Investigate accidents and claims involving property damage or personal injury, prepare full written reports, and report them to the appropriate parties within required timelines.
Act as liaison with legal counsel and Association vendors as necessary.
Review and code vendor invoices after confirming satisfactory completion of work, 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 architectural review process, and attend ARC meetings.
Manage the employee lifecycle, including hiring, training, performance management, payroll and PTO approval, coaching, and development of on-site teammates.
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 conduct supervisory duties in accordance with Castle policies and applicable laws, including interviewing, hiring, training, developing, mentoring, work assignment, performance appraisal, rewards, discipline, complaint handling, and problem resolution.
Perform other duties and responsibilities as assigned.