Community Association Manager (Portfolio)

Job Description

Job Description

Description:

Join our Team! Leland Management is seeking a Portfolio Community Association Manager for one of our Tampa Division. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 17 consecutive years, including winning first place in our category for 2021! The position is full-time with a competitive salary and excellent benefits.

The Portfolio Community Association Manager (CAM) is responsible for the professional management and oversight of multiple homeowners' and condominium associations. The CAM serves as the primary liaison between the Board of Directors, homeowners, vendors, and Leland Management.

This position requires strong communication, organization, financial oversight, problem-solving, and customer service skills. The CAM is responsible for ensuring each assigned community is managed efficiently, professionally, and in accordance with its governing documents, applicable Florida statutes, management agreement, and Leland Management policies and procedures.

Essential Duties and Responsibilities

Board Relations and Communication

• Serve as the primary point of contact for assigned Boards of Directors.
• Maintain professional, timely, and consistent communication with Board members and homeowners.
• Provide guidance and recommendations regarding association operations and management responsibilities.
• Prepare Board meeting agendas, management reports, and supporting materials.
• Attend scheduled Board, annual, budget, and other required association meetings.
• Follow up on Board directives and provide timely updates on outstanding matters.
• Maintain positive working relationships while establishing appropriate professional boundaries.
• Escalate significant concerns, disputes, and potential liability issues to the Division Director.

Property Inspections and Maintenance

• Conduct regular property inspections in accordance with contractual requirements.
• Identify maintenance concerns, common-area deficiencies, and potential safety issues.
• Coordinate routine maintenance and repairs with approved vendors.
• Obtain competitive proposals and prepare clear comparisons for Board consideration.
• Monitor vendor performance and contract compliance.
• Follow up on approved projects to ensure completion and communicate progress to the Board.
• Coordinate emergency maintenance responses as necessary.
• Recognize when specialized engineering, construction management, legal, or other professional services are required.

Financial Management and Budgeting

• Assist Boards in preparing and reviewing annual operating budgets.
• Monitor financial reports, expenditures, and budget variances.
• Review and process invoices in accordance with company procedures and Board authorization requirements.
• Monitor delinquency reports and coordinate collection activity in accordance with established policies.
• Communicate financial concerns and anticipated expenses to the Board.
• Assist with reserve planning and financial reporting as appropriate.
• Ensure proper documentation and authorization of association expenditures.

Administrative Management and Compliance

• Maintain accurate association records and documentation.
• Coordinate required meeting notices, mailings, and homeowner communications.
• Assist with covenant enforcement and architectural review processes in accordance with governing documents.
• Track open violations, owner correspondence, and pending association matters.
• Maintain awareness of applicable Florida statutes and regulatory requirements.
• Coordinate with association legal counsel when authorized and necessary.
• Ensurecompliance with company procedures for records requests, document retention, and confidentiality.

Vendor and Contract Management

• Solicit proposals based on clearly defined scopes of work.
• Review proposals for completeness and prepare objective, comparable summaries.
• Coordinate vendor scheduling, access, and communication.
• Monitor contract expiration dates, renewals, and service requirements.
• Report service deficiencies and recommend corrective action.
• Maintain professional vendor relationships and avoid unauthorized commitments.

Customer Service and Professional Communication

• Respond to Board and homeowner inquiries in a timely and professional manner.
• Communicate factual information clearly, without unnecessary personal opinions or speculation.
• Handle complaints and difficult conversations calmly and respectfully.
• Maintain confidentiality regarding personnel, legal, financial, and sensitive association matters.
• Demonstrate professionalism in emails, telephone conversations, meetings, and all interactions.
• Represent Leland Management positively and consistently.

Portfolio Organization and Accountability

• Manage multiple associations while prioritizing deadlines and contractual obligations.
• Maintain an organized schedule of meetings, inspections, projects, and follow-up responsibilities.
• Track outstanding action items through completion.
• Meet internal reporting, administrative, and accounting deadlines.
• Utilize company management systems and technology accurately.
• Communicate workload concerns and operational challenges to the Division Director.
• Work collaboratively with administrative personnel, accounting, transition teams, and other departments.

Required Qualifications

• Active Florida Community Association Manager (CAM) license, when required for assigned duties.
• Experience in community association management or a related property management field preferred.
• Working knowledge of Florida HOA and condominium statutes.
• Strong written and verbal communication skills.
• Ability to read and interpret governing documents, contracts, financial reports, and budgets.
• Strong organizational skills and ability to manage multiple priorities.
• Proficiency in Microsoft Office, email, Zoom, and property management software.
• Ability to exercise sound judgment, discretion, and professionalism.

Performance Expectations

A successful Portfolio CAM is expected to:

• Maintain professional and responsive relationships with assigned Boards.
• Complete inspections, meeting preparation, financial reviews, and administrative duties within established deadlines.
• Provide accurate, concise, and objective information.
• Follow through on commitments and communicate progress proactively.
• Demonstrate accountability and ownership of assigned communities.
• Work cooperatively with supervisors and team members.
• Adhere to Leland Management policies and procedures.
• Maintain a high standard of customer service and professionalism.

Work Environment

This position requires a combination of office work, community inspections, Board meetings, vendor coordination, and occasional evening meetings. Travel between assigned communities is required.

Additional Responsibilities

The Portfolio CAM may be assigned additional duties consistent with the position and the operational needs of Leland Management.

This job description provides a general overview of the position and is not intended to include every responsibility. Specific duties are subject to the association's management agreement, applicable law, and company policies.