Community Association Manager — Operations & Leadership

Overview

Under general supervision and in association with the Board of Directors, the Community Association 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 in accordance with community rules and regulations.

This is a hands-on leadership position responsible for overseeing the community's operational, administrative, financial, human resources, maintenance, and security functions. The position requires the Community Association 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 Community Association 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 Community Association 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.

Essential Duties and Responsibilities

Operations and Accounting

• Plans, directs and oversees implementation of comprehensive systems for protection of the community assets and records of the Association in a professional manner.

• Directs team on issuing violations and preparing for grievance committee meetings.

• Ensures collection policy is being followed by site team and accounts are being referred to the attorney as dictated by the collection policy.

• In collaboration with department managers, create and manage the Association’s budget and financial processes

• Inspects community and facilities to ensure maintenance and security needs are being taken care of by appropriate Department Heads

• 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.

• First point of contact for Home Office escalations, specifically Accounting related items.

• In collaboration with department managers, complies with all reporting requirements outlined in the Castle Management contract.

• In collaboration with other departments, assists in preparation of the Annual Budget and coordination of Budget Meetings

• Complies with meeting requirements outlined in Florida Statue 718 or 720.

• Responsible for ensuring the Property Manager stores and maintains the 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.

• Oversees solicitation of bids, and 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.

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

• Ensures that direct reports promptly investigate and make a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and that they properly report it within the appropriate timelines to the appropriate party.

• Acts as liaison between Department Managers, legal counsel, Board Members, and Association vendors as necessary to conduct Association business.

• During the Property Manager’s absence, ensures Assistant Property Manager tracks all architectural change requests by homeowners and inspects 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 for direct reports, including hiring, training, managing performance, approving…