Property Manager -HOA

Overview

The Property Manager job is licensed under the provisions of Florida Statute 468. The Property Manager is required to 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 the services required to maintain the common elements of the Association are provided in a first-class manner and 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 position requires the Property Manager to be on call 24 hours a day, 7 days a week, for emergency consultation in the event of incidents requiring management intervention.  All services of the Property Manager 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 service consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service. 

Responsibilities

Operations and Accounting 

• Utilizes Castle Management assigned inspection checklists to inspect the community and facilities on a routine basis in order to determine maintenance, security, violations, safety, and landscaping deficiencies to remain in compliance with Castle Management guidelines. 

• Directs Covenant Coordinator on issuing violations and preparing for grievance committee meetings. Change to include management of Covenants with or without CC.   

• Plans, directs, and oversees the implementation of comprehensive systems to protect the association's community assets and records professionally. 

• Create and manage the Association’s budget and financial processes  

• Assists in the preparation of monthly financial reports and reviews for accuracy and variance trends. Maintains working knowledge of the Association’s financial reports and provides support to the Treasurer by obtaining responses to financial questions.  

• Compliance with all reporting requirements outlined in the Castle Management contract.  

• Compliance with meeting requirements outlined in Florida Statue 720. 

• Prepares recommendations for collection action on delinquent accounts and reports to the board on a monthly basis on the progress.  

• Responsible for the storage and maintenance of Association records required under Florida Statute, including the maintenance of the Association’s Website. 

• Prepares and implements Emergency Preparedness plans as outlined in the Castle Management contract, including those for weather-related events and other natural disasters.  

• Solicits, reviews, and compiles bid analysis sheets for Board Review for maintenance, construction, and other community projects, as well as services deemed to be in the best interests of the Association.  

• Draft RFPs (Requests for Proposal) as needed before bidding on large projects to ensure data received is comparable across all vendors.  

• Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and properly reports it within the appropriate timelines to the appropriate party.  

• Acts as liaison with legal counsel and other Association vendors as necessary to conduct Association business.  

• Reviews and codes vendor invoices before payment after confirming that the work has been completed satisfactorily. Ensures payments are made in alignment with Board direction. 

• In the absence of Administrative Staff, track all architectural change requests by homeowners and inspect for compliance upon completion. Utilizes assigned software programs to engage with Board or Committee members during the architectural review process. Attends ARC meetings. 

Talent Management  

• Owns all aspects of the employee cycle, including hiring, training, managing performance, approving payroll and PTO, and coaching and developing teammates on-site. Ensures the team is capable of meeting the community’s goals and high standards in a hospitable, sensitive, and courteous manner. 

• Ensures all safety precautions and procedures are followed by all site teammates while performing assigned duties. 

Managing Relationships 

• Fosters appropriate communications between Board Members, Residents, and Management  

• Responds within the required timeline to all owner and Board Member requests. 

• Other duties and responsibilities as assigned. 

Supervisory Responsibilities 

• Directly manage the on-site team 

• Carry out supervisory responsibilities following Castle’s policies and applicable laws.   

• Responsibilities include interviewing, hiring, training, developing, and mentoring employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• An active CAM license is required if managing a site in Florida.

• An associate's degree with a concentration in business is preferred.  

• A minimum of 2 years of CAM or related business experience, or more, depending on the community, is required.  

• Knowledge and understanding of Property Management accounting practices, terminology, and budgeting skills required.  

• Knowledgeable of HOA law and required statutory inspections and regulations as outlined by Florida state and county. 

• Intermediate command of computer hardware/software, specifically Microsoft Office Suite. 

• Experience with Property Management and Accounting software such as SmartWebs, Townsquare, BuildingLink, VendorSmart, etc., or similar software may be required or preferred. 

• Valid Driver’s License. 

• Some experience with 55 and better communities may be required. 

Skills and Abilities 

• Outstanding customer service, communication, and interpersonal skills to help create effective customer-focused relationships with all levels within the organization.  

• Strong experience with conflict resolution strategies is required. 

• Advanced time management skills required to use time effectively based on key priorities, with the ability to prioritize tasks in an environment with constant changes.  

• Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information using spoken and written language.   

• Excellent organizational skills and attention to detail.  

• Strong analytical, problem-solving, and negotiation skills.  

• Strong presentation and public speaking skills required. 

• Multiple language fluency is desirable and may be required depending on the community’s needs. 

• Ability to act with integrity, professionalism, and confidentiality. 

Physical requirements 

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 30lbs. following appropriate safety procedures.   

• Ability to: 

• Work in an upright standing position for long periods 

• Work in different environmental working conditions (e.g., heat, cold, wind, rain).  

• Walk and climb stairs.  

• Handle, grasp, feel objects. 

• Reach with hands and arms.  

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Ability to quickly and easily navigate property/buildings.  

• Ability to possibly walk in uneven terrain, depending on the community, while conducting inspections. 

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and visual emergency alarms.  

• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone. 

• Visual ability correctable to 20/20. 

• Ability to respond verbally in an understandable, professional manner in person and over the telephone. 

• May be required to travel for training sessions off-site as needed. It may be occasionally required to cover for staff at other communities within a reasonable commuting distance.  

• Ability to work extended hours and weekends if needed. 

Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal-opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.