Property Manager

Overview

The Property Manager is required to be knowledgeable about the Florida Statute that governs HOA. Under general supervision of the General Manager,PM plans, directs, recommends, creates, and implements policies and procedures to ensure the services required to maintain the common elements of the Association(s) are provided in a first-class manner and accordance with governing documents.

Thisis a hands-on leadership position assiting the General Manager with the operational, administrative, financial, maintenance, and security functions of the Association. The position requires thePM to be on call 24 hours a day, 7 days a week, for emergency consultation in case of incidents requiring management intervention. All services of the Property Manager are under the direct supervision of the General Manager/Castle Management and are performed as stated in the Management agreement between the governing Developer Board of Directors and Castle Management, LLC.

The PM provides exemplary service consistent with the Castle Group's values and mission. As a representative of Castle Royal Service, he or she performs all responsibilities while demonstrating outstanding customer service skills.

Responsibilities

Operations and Accounting

• Manage and handle day-to-day activities of the Property.
• Implements and utilizes Castle Management assigned inspection checklists to inspect community and facilities on a routine basis to determine maintenance, security, violations, safety, and landscaping deficiencies to comply with Castle Management guidelines
• Implements and complies with all reporting requirements outlined in the Castle Management contract.
• Implements and complies with meeting requirements outlined in Florida statute 720.
• 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 Association vendors (including but not limited to landscape, lake and maintenance vendors) as necessary to conduct Association business, including assessing vendor performance and compliance with Castle and Association standards.
• Oversee and gather information and data for vendors.
• Management of staff, including performance management and coaching.
• Manage and track all activity logs and incident reports for the General Manager's review and assist in investigations as needed.
• Resolves and follows up on all complaints/issues and reports to General Manager.
• Assists General Manager with any special requests, i.e. administrative work, mailings, etc.
• Creates and implements Emergency Preparedness plans as outlined in the Castle Management contract, including those for weather-related events and other natural disasters.
• Assists in the preparation of monthly financial reports. Maintains working knowledge of the Association’s financial reports.

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

Managing Relationships

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

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

• Other duties and responsibilities as assigned.

Supervisory Responsibilities

• Responsible for managing frontline team (i.e. Maintenance, Admin, Office staff)
• Carry out supervisory responsibilities in accordance with 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.

• An Associate’s degree with a concentration in business is preferred.

• A minimum of Two (2) years of CAM or related business experience, or more depending on the community, are required.

• Intermediate to advanced knowledge and understanding of Property Management accounting practices, deficit funding, and budgeting skills required.

• Intermediate skills with Microsoft Office Suite (including SharePoint, Excel, Word, Outlook, and PowerPoint).

• The position requires a valid Driver’s License.

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 and problem-solving skills.

• Strong negotiation skills.

• Ability to present and speak in public settings required.

• Intermediate skills with Microsoft Office Suite (including SharePoint, Excel, Word, Outlook, and PowerPoint).

• 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 successfully perform the essential functions of this job. 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.

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

• Visual ability correctable to 20/20.

• 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.

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

• Ability to travel to different sites within the week

• 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.

Operations and Accounting - Manage and handle day-to-day activities of the Property. - Implements and utilizes Castle Management assigned inspection checklists to inspect community and facilities on a routine basis to determine maintenance, security, violations, safety, and landscaping deficiencies to comply with Castle Management guidelines - Implements and complies with all reporting requirements outlined in the Castle Management contract. - Implements and complies with meeting requirements outlined in Florida statute 720. - 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 Association vendors (including but not limited to landscape, lake and maintenance vendors) as necessary to conduct Association business, including assessing vendor performance and compliance with Castle and Association standards. - Oversee and gather information and data for vendors. - Management of staff, including performance management and coaching. - Manage and track all activity logs and incident reports for the General Manager's review and assist in investigations as needed. - Resolves and follows up on all complaints/issues and reports to General Manager. - Assists General Manager with any special requests, i.e. administrative work, mailings, etc. - Creates and implements Emergency Preparedness plans as outlined in the Castle Management contract, including those for weather-related events and other natural disasters. - Assists in the preparation of monthly financial reports. Maintains working knowledge of the Association’s financial reports. - Solicits, reviews, and compiles bid analysis sheets for General Manager and Board Review for maintenance, construction, and other community projects, as well as services deemed to be in the best interests of the Association Managing Relationships - Fosters appropriate communications between Board Members, Residents, and Management - Responds within the required timeline to all resident owner and Board Member requests. - Other duties and responsibilities as assigned. Supervisory Responsibilities - Responsible for managing frontline team (i.e. Maintenance, Admin, Office staff) - Carry out supervisory responsibilities in accordance with 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.