Property Manager

About the Role

Provides management, direction, and leadership to ensure the property is maintained and operated in accordance with KWPM objectives. Property Managers are certified and licensed by the State of Florida for Community Association Manager (CAM). As the key liaison between the client, KW Property Management, and internal support staff, the Property Manager must perform duties with a view toward projecting a professional and competent image. Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key.

The position is fundamental to all functions of the community and includes working closely with the Association Board of Directors and/or the Developer to manage and operate the community, facilitate solutions to problems, and ensure strong management, customer service, and supervisory practices.

Responsibilities

• Demonstrate a positive, professional, and client-oriented attitude with coworkers, residents, owners, clients, and the public.
• Act as the company’s primary coordinator to ensure contractual property management obligations are met and exceeded.
• Prepare the annual budget for the association.
• Analyze and distribute monthly financial statements, including operating variances from budget, cash management, and strategies for collection of receivables.
• Maintain complete and accurate property files and records with an emphasis on documentation for future reference.
• Coordinate with headquarters support staff on management company procedures for processing and distributing information.
• Provide prompt, detailed, and accurate general status reports on all assigned properties.
• Supervise on-site team members, develop specifications, and evaluate service needs and performance in all areas of maintenance and management.
• Encourage staff to behave professionally and comply with company safety standards while motivating them to work as a team.
• Establish and maintain collaborative working relationships between departments, coworkers, and project teams.
• Prepare for and chair team meetings.
• Acquire and maintain current knowledge of state and regulatory agency statutes and each client’s community documents, policies, and procedures.
• Coordinate the move-in process for new residents, including orientation to staff, building, services, and rules and regulations.
• Set and adhere to the highest standards of performance and instill them in staff through personal follow-up.
• Respond to phone calls and correspondence in a timely and professional manner.
• Maintain professional relationships with the Board of Directors (BOD), unit owners, and vendors.
• Run BOD meetings according to Roberts Rules of Order when necessary.
• Create management reports that include updates on administrative items, financial overviews, property conditions, project progress, and recommendations.
• Prepare professional presentations of reports, action plans, budgets, and bid analyses.
• Support KWPM’s GREAT values, philosophy, and goals while adhering to company policies.
• Organize time effectively to balance competing demands of multiple projects.
• Attend monthly Manager’s meetings.
• Maintain and upload all documents into management support systems accurately and update accordingly.
• Monitor contracts regularly, evaluate and negotiate contracts, and ensure vendors provide certificates of insurance naming the Association and KW Property Management as additional insured.
• Obtain copies of all business licenses from vendors and update documents accordingly.
• Maintain accurate records, files, and communication pertinent to the Association office.
• Organize all files and policies according to company standards.
• Update Association communication regularly, including menu boards, newsletters, and the Association website.
• Process violations, work orders, architectural control applications, lease applications, and sale applications monthly as required.
• Manage cash flow for capital improvements and monitor asset cash balances.
• Monitor aging reports, ensure timely legal action, and update the collection module.
• Maintain up-to-date equipment maintenance logs, inventory, and update the preventive maintenance manual quarterly.

Requirements

• Strong working knowledge of customer service principles and practices.
• Ability to read, analyze, and interpret technical procedures, leases, regulations, or documents of similar complexity.
• Proficiency in Microsoft Office Applications.
• Florida CAM (Community Association Manager) license.
• Valid Florida Driver’s license.
• Ability to work extended hours, including nights and weekends, as needed.
• Ability to react and address emergency situations in a timely manner.
• Bilingual in English and Spanish may be required for some locations.
• Experience managing multiple associations preferred.

Skills

• Communication Proficiency
• Business Acumen
• Customer/Client Focus
• Decision Making
• Financial Management
• Results Driven
• Supervisory Responsibility

Work Environment

This job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee will need to walk the property daily, which may include climbing stairs.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms.

Schedule

This is a full-time exempt position. Days and hours of work are Monday through Friday, with business hours determined by the client’s needs. Some travel may be required to attend training and/or meetings locally.