Job Description

JOB DESCRIPTION: Property Manager-Licensed Community Association Manager 

REPORTS TO: Regional Director

Summary: Responsible for overseeing the daily operations, management, and administration of the Association and condominium property to ensure the continued maintenance, efficiency, and overall success of the community

ESSENTIAL FUNCTIONS:

1. Review the property weekly, by driving, walking, golf cart, etc. and make recommendations to the Board of Directors. Architectural and other rule and regulation violations will be noted during this review. A weekly report will be generated and distributed detailing these weekly reviews of the property.

2. Obtain bids (minimum of three bids for all contracts more than $500.00) and proposals for work to be performed for review by the Board of Directors.

a. Assist in the preparation of specifications for projects such as, pool maintenance, paving, painting, roofing, or other needs of the Association.

b. Assure that all bidders have the proper licenses and insurance.

c. Assist the Board in selecting a contractor who is in the best interest of the Association.

3. Assure that contracts and agreements between the Association and contractors are performed in accordance with their terms.

4. Handle all Association correspondence. Routinely provide copies to the Board of Directors.

5. Attend meetings of the Board of Directors and plan meetings to assess progress and assign priorities for action. The property manager will attend the Annual Members’ meeting as well as one nightly board meeting a month.

6. Prepare a weekly written management report containing a summary of business being conducted on behalf of the Association.

a. May include status reports on projects which are in progress, charts of work schedules versus actual completion dates, work orders completed.

b. Work orders pending

c. Inspection reports for all services

d. Recommendations for preventive and other maintenance

e. Updates on bids being sought on behalf of the Association.

f. Sales and rental leases

g. Status of liens and foreclosures 

h. Accounts receivable report

i. And any other data routinely required by the Board of Directors.

7. CAM is required to be on call 24 hours a day, 7 days a week for emergency consultation in the event of incidents requiring management intervention.

8. Assist the Board in obtaining and evaluating bids for Association insurance.

9. Be responsible for making sure that insurance claims are submitted in a timely matter. (At the request of the Board).

10. Assist the Board in the enforcement of Association Rules and Regulations.

a. Receive and investigate written and signed complaints regarding document and rule violations and report findings to the Board.

b. At the request of the Board or per previously agreed upon policy, inform in writing residents who are in violation.

c. Take other actions, consistent with Association policy, to assist the Board in administration and enforcement of the rules and regulations.

11. Advise the Board concerning significant legislation, insurance, financial practices, court decisions, tax rulings, etc., about the Association, which comes to Seacrest Southwest's attention.

12. Offer advice and directions to the Board regarding administrative processes and responsibilities.

13. Reviews and approves payrolls for all direct employees and reviews and codes vendor invoices before payment to the proper account.

14. Maintains and updates the association website.

15. Tracks all architectural change requests by homeowners and inspects for compliance during and upon completion.

Other Duties:

• Establishes and maintains excellent working relationships with the association board and residents on a day-to-day basis.
• Insures that assigned property is managed to budget expectation.
• Creates and monitors action plans of issues raised by the Board with the Regional Director.
• Ensures coordination between property and corporate service resources.
• Ensures contract compliance for managed property (written managers’ report to the board, wet checks, financial reports received per specified contractual timeline, any landscape contractual clauses etc.)
• Oversees training in new hires at assigned property to ensure staff members are prepared and equipped for their duties and responsibilities.
• Insure property staff members follow through with their responsibilities. 
• Assists with the implementation of company policies and procedures Responsible for TQM and Safety Compliance at assigned property.
• Attends onsite meetings with the Regional Director for debriefing and updates on a weekly basis.
• Routinely meet with specialty divisions of Seacrest Southwest to learn of new programs and services.
• Know who your vendors are and when to propose their services.
• Learn the policies, and contracts of the company and property and clarifying the same to the Board and on-site employees.
• May need to travel for off-site training as necessary. 

QUALIFICATIONS:

• The ideal candidate needs to be energetic, possess good oral and written communication skills.
• Organized and has basic computer skills (including MS Word, Excel, & MS Outlook)
• Excellent customer service skills.
• Professional appearance and attitude.

EDUCATION/LICENSES:

• Active Florida CAM License
• High School Diploma required.
• Prior knowledge of successful property management experience
• Two (2) to three (3) years of CAM or related business experience required.

Physical Demands 

• Ability to lift up to 10 lbs.
• Extensive use of fingers for typing and visual use of the computer monitor.
• Work in an upright standing or sitting position for long periods of time.
• Performs daily/weekly inspections of the entire property to determine maintenance and security needs.
• Ability to perform the physical nature of the tasks listed above.

Work Environment / Conditions 

• Exposure to cleaning products, dust, dirt, wet, cold, heat and other extremes of weather.
• Day-to-day public contact.
• Frequently work at a fast pace, with constant interruptions.

OTHER: The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Management retains the discretion to review as duties and responsibilities change with business necessity periodically. Essential job functions and any other functions are subject to modification at any time, with or without notice. Seacrest Southwest is an equal-opportunity employer and drug-free workplace.

ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990

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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