Senior Property Manager - HOA

Overview

The Senior Property Manager plays a critical role in the management and oversight of a large-scale Homeowners Association. This position serves as the bridge between the Property Manager and General Manager, taking on greater responsibility for the strategic management of the community, ensuring that all aspects of operations, administration, and financial management are executed at a high standard. The Senior Property Manager will lead and mentor a team of property management professionals, while also handling complex issues and making high-level decisions in collaboration with the Board of Directors and Regional Director. The role demands an experienced leader who can manage multifaceted operations while delivering exemplary service consistent with the Castle Group's values and mission. 

The Senior Property Manager provides exemplary service in a manner consistent with the values and mission of the Castle Group.  He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service. 

Responsibilities

Operations and Administration 

• Oversee the daily operations of the property, ensuring compliance with all regulatory and community standards. 

• Utilize Castle Management assigned inspection checklists to inspect the community and facilities on a routine basis, addressing maintenance, security, and landscaping deficiencies. 

• Manage the association’s budget in collaboration with the Property Manager, ensuring financial goals are met and expenditures are within budget. 

• Assist in the preparation of monthly financial reports, analyzing variance trends and providing insights to the Board of Directors. 

• Ensure the proper storage and maintenance of all association records, including compliance with Florida Statute requirements. 

• Develop and implement emergency preparedness plans in accordance with Castle Management guidelines. 

Leadership and Talent Management 

• Provide direct leadership to the property management team, including the Property Manager and Assistant Property Manager, ensuring that all team members are aligned with community goals and standards. 

• Conduct performance appraisals, approve payroll, and manage PTO requests for the property management team. 

• Mentor and develop the property management staff, fostering an environment of continuous improvement and professional growth. 

• Address complex community issues and provide strategic solutions to enhance community satisfaction. 

Community Relations and Communication 

• Serve as a primary point of contact for Board Members and homeowners, addressing their concerns promptly and effectively. 

• Foster and maintain positive relationships with residents, vendors, and other stakeholders, ensuring that communication is transparent and effective. 

• Attend and present at Board meetings, offering professional advice and updates on community operations. 

• Act as a liaison between the community and legal counsel or other third-party vendors as needed. 

Project Management 

• Lead and oversee large-scale community projects, including maintenance and construction efforts, ensuring that all projects are completed on time, within budget, and to the highest standards. 

• Draft and review RFPs (Requests for Proposal) and bid analysis sheets for Board Review, ensuring that vendor selection is based on comprehensive and fair evaluation. 

• Oversee the implementation of community improvement projects, coordinating with vendors and ensuring compliance with Castle and Association standards. 

Supervisory Responsibilities 

• May be assigned a small portfolio of managers with in-direct reporting to assist in Regional Directors absence. 

Supervisory Responsibilities 

• Directly manage and supervise the Property Manager, Assistant Property Manager, and other on-site staff as necessary. 

• Carry out supervisory responsibilities in accordance with Castle’s policies and applicable laws.   

• Responsibilities include interviewing, hiring, and 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 listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and Experience 

• An active CAM license is required.   

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

• A minimum of 4 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.  

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

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

• A valid Driver’s License is required.  

Skills and Abilities 

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

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

• Strong conflict resolution techniques with proven strategies for de-escalating negative situations are required.  

• Excellent organizational skills and attention to detail. 

• 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.   

• Strong people management skills to coach, train, and guide team.  

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

• Strong presentation and public speaking skills required.  

• Intermediate command of computer hardware/software is required; specifically, proficient in the knowledge of Microsoft Office suite including but not limited to; Word, Excel, Power Point and Outlook. 

• 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 must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential 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.  

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.