Overview
The Portfolio Property Manager (PM) is a licensed Community Association Manager (CAM) under the provisions of Florida Statute 468. The Portfolio Property Manager is required to be knowledgeable about the Florida Statute that governs HOAs and Condos. Under general supervision and in association with the Board of Directors, Portfolio 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.
This role oversees multiple smaller developer sites. It is a hands-on leadership position responsible for overseeing the operational, administrative, financial, maintenance, and security functions of the Associations. The position requires the Portfolio PM 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 Castle Management and are performed as stated in the Management agreement between the governing Developer Board of Directors and Castle Management, LLC.
The Portfolio 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
- Implements and complies with all reporting requirements outlined in the Castle Management contract.
- Implements and complies with meeting requirements outlined in Florida statute 718 or 720.
- 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.
- Creates, plans, directs and implements comprehensive systems for the protection of the community assets and records of the Association in a professional manner.
- Manages the Association’s budget and financial processes, including reviewing expenses and preparing and submitting deficit funding requests to ensure cash flow is available to cover expenses.
- Assists in the preparation of monthly financial reports and reviews for accuracy with special attention to variance trends. Maintains working knowledge of the Association’s financial reports and provides support to the Treasurer by obtaining responses to financial questions.
- Creates recommendations for collection action on delinquent accounts.
- Creates and implements processes for the storage and maintenance of Association records required under Florida Statute, including maintaining the Association’s Website.
- Creates 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
- 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. Ensure payments are made in alignment with the Board's direction.
- Creates and implements architectural change request processes, including the utilization of assigned software programs to engage with Board or Committee members during the architectural review process. Set up ARC meetings.
- Sets up or transfers utility accounts for Association from the Developer.
- Schedules and leads new owner welcome meetings and orientations as needed.
- Purchases equipment and supplies to set up site offices and lifestyle program, if applicable.
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
- Direct supervisor of the on-site team as applicable
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 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).
- Knowledge of or experience with construction and home-building processes relating to Certificate of Occupancy and closings
- 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.
- Must be able to multi task and stay organized.
- 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.