Community Association Manager

2 weeks ago

Wekiwa Springs, Florida, United States Castle Group Full time
Job Summary

The Community Association Manager is a key role within the Castle Group, responsible for overseeing the operational, administrative, financial, human resources, maintenance, and security functions of the community. This is a hands-on leadership position that requires strong customer service, communication, and interpersonal skills.

Key Responsibilities
  • Supervise and manage direct employees and outside vendor staffing to ensure personnel capable of meeting the community's goals and high standards.
  • Plan, direct, and oversee the implementation of comprehensive systems for protection of community assets and records.
  • Inspect community and facilities to determine maintenance and security needs and direct inspection of premises to detect hazards.
  • Document, interview, and assist residents regarding complaints about direct employees and vendor staff conduct.
  • Promptly investigate and make a full written report of all accidents or claims for property damage and personal injury.
  • Prepare reports and insurance claims for damages to Association property and cause repairs to be made in accordance with the Board of Directors' approval.
  • Prepare posting of the agenda for meetings of the Association and committee meetings, supervise file and record management, and attend meetings of the Board of Directors and Annual or Special Meetings.
  • Assist in preparation of monthly financial reports and review same for accuracy and variance trends.
  • Provide a monthly management report to the Board of Directors with recommendations to enhance community appearance, values, and promote harmony among residents.
  • Provide a one-page, weekly report to the Board of Directors briefly summarizing the past week's major events and provide a prioritized Action List to focus on all projects/duties within the community and the assigned task holder.
  • Maintain a professional relationship with the Board of Directors and homeowners, whose requests for services shall be received and recorded so that requests can be acted upon expeditiously.
  • Prepare operational procedures for activities such as fire prevention, firefighting, traffic control, and parking control.
  • Prepare the Annual Budget and coordination of Board Meetings, taking board meeting minutes if necessary.
  • Responsible for maintaining organization and secure keeping of blueprints, maps, plans, etc.
  • Prepare recommendations for collection action on delinquent accounts and act as liaison with legal department and Association counsel and Board.
  • Perform violation inspections when task not assigned to an Assistant Property Manager and maintain accurate records to follow up on rule violations.
  • Monitor compliance with Rules and Regulations and implement procedures for handling violations.
  • Solicit bids for maintenance, construction, and other community projects, and participate in selection of contractors and vendors for furnishing of landscape maintenance, janitorial, and maintenance services.
  • Supervise and monitor contractors rendering services to the Association and inspect the repair and maintenance of equipment and building components and review invoices to confirm work completion and contract compliance.
  • Review and approve payroll for all direct employees and review and code vendor invoices before payment.
  • Track all architectural change requests by homeowners and inspect for compliance upon completion.
  • Communicate to the Board of Directors and homeowners, events that will affect their use and enjoyment of the Association's facilities.
  • Communicate to the community ideas to help it prepare and cope with weather-related events, including assisting with hurricane preparation and implementation of preparedness protocol as designed and approved.
  • Maintain Association's website.
  • Ensure that team members follow all safety precautions and procedures while performing duties.
Requirements
  • Active CAM License.
  • High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.
  • Two (2) to three (3) years, of CAM or related business experience, or more depending on the community, are required.
  • Outstanding customer service, communication, and interpersonal skills required.
  • Effective written and verbal communication skills.
  • Advanced command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, PowerPoint, and Outlook.
  • Multiple language fluency may be required or preferred, depending on community.
  • Ability to work extended hours and weekends based on project requirement. Ability to respond to emergencies in a timely manner, 24-7.
  • Ability to lift up to 10 lbs.; work in an upright standing or sitting position for long periods of time, will fluctuate day by day; Handle, grasp, and lift objects and packages; extensive use of fingers for typing and visual use of the computer monitor. Reach with hands and arms; Communicate, receive, and exchange ideas and information by means of the spoken and written word. Ability to quickly and easily navigate the property/building as required to meet the job functions; Complete all required forms.

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

Work will be divided between indoor and outdoor work. The proportion of indoor to outdoor work will fluctuate. May be exposed to weather conditions such as heat, cold, or rain while working outdoors.

Disclaimer: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.

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