Community Association Manager (Onsite/Portfolio Hybrid)

Description

Join our Team! Leland Management is seeking an onsite/portfolio hybrid Community Association Manager for the Brevard, FL area. 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 Hybrid Onsite & Portfolio Community Association Manager is a full-time Community Association Manager responsible for providing professional onsite management services while also maintaining a small portfolio of assigned communities. The position is designed to combine the visibility, responsiveness, and day-to-day operational support of an onsite CAM with the independent management responsibilities of a portfolio CAM. Approximately 20 hours per week will be dedicated to the designated onsite community, including resident and Board support, property inspections, vendor oversight, maintenance coordination, meetings, projects, and daily operational needs. The remaining approximately 20 hours will be dedicated to managing a small portfolio of associations, including Board communication, financial oversight, meetings, compliance, work orders, architectural control applications, vendor management, and other responsibilities required by the management agreement.

The CAM serves as a professional liaison between Association Boards, homeowners, vendors, contractors, attorneys, support staff, and Leland Management. The position requires strong organization, sound business judgment, customer service, communication, and the ability to independently balance competing priorities across both onsite and portfolio responsibilities.

Primary Responsibilities

• Effectively organize and prioritize work between onsite operations and the assigned portfolio.
• Manage the day-to-day operations of the onsite community and assigned portfolio communities to ensure excellent service and well-maintained properties.
• Work directly with Boards of Directors, homeowners, vendors, contractors, attorneys, and internal support teams.
• Provide timely, professional, and solution-oriented responses to Board and homeowner concerns.
• Conduct regular property and site inspections and identify maintenance, safety, appearance, and operational concerns.
• Coordinate, monitor, and follow through on maintenance programs, service requests, work orders, and property improvements.
• Solicit vendor bids, prepare comparisons and recommendations, coordinate contracts, and monitor vendor performance in accordance with management agreements.
• Prepare for and conduct Association meetings, including preparation of agendas, management reports, proposals, correspondence, and supporting materials.
• Prepare and maintain monthly Board packages and management reports for assigned portfolio communities.
• Review financial reports and assist in developing complete and accurate annual budgets.
• Maintain knowledge of Association assets, cash balances, available funds, project funding, and cash flow considerations for capital improvements.
• Process and monitor covenant violations, work orders, architectural control applications, and other owner requests in accordance with governing documents and established procedures.
• Maintain and implement current knowledge of applicable Florida Statutes, regulatory requirements, governing documents, rules, policies, and procedures.
• Analyze issues, identify potential solutions, and make appropriate recommendations to Boards of Directors.
• Exercise sound business judgment when resolving issues, conflicts, and property concerns.
• Maintain confidentiality of Association and owner information and communicate professionally in both written and verbal formats.
• Work collaboratively with accounting, administrative, architectural review, resident support, mailroom, IT, web, and other Leland Management support teams.
• Use company systems and software consistently to document, track, communicate, and complete assigned responsibilities.
• Maintain professional relationships with residents, Board members, contractors, technicians, vendors, and other business partners.
• Complete projects by coordinating, motivating, supervising, and directing associates and service providers as appropriate.
• Handle potentially stressful situations with professionalism, composure, and confidence.
• Maintain a positive and confident demeanor while adapting to changing environments and growing communities.
• Attend occasional evening and weekend meetings or events as required.

Onsite Community Responsibilities – Approximately 20 Hours per Week

• Provide a consistent onsite management presence and serve as a primary point of contact for Board members and homeowners.
• Monitor the condition and appearance of common areas and coordinate follow-up on identified deficiencies.
• Conduct onsite inspections and document property conditions, maintenance needs, projects, and vendor performance.
• Coordinate day-to-day maintenance and operational needs with vendors and contractors.
• Assist the Board with ongoing projects, bids, contracts, capital improvements, and property-related decisions.
• Assist with onsite meetings, events, inspections, owner concerns, and other community activities.
• Maintain strong visibility and communication with the onsite community while ensuring portfolio responsibilities remain current.
• Coordinate with Leland support departments to ensure onsite needs are addressed timely and accurately.

Portfolio Community Responsibilities – Approximately 20 Hours per Week

• Independently manage a small portfolio of assigned Associations in accordance with management agreements and Board direction.
• Prepare for and conduct Board and Association meetings and provide appropriate management recommendations.
• Review financial reports, monitor budgets, and communicate financial and operational matters to Boards.
• Prepare monthly management reports, Board packages, correspondence, proposals, and follow-up documentation.
• Manage violations, work orders, architectural control applications, owner requests, and other routine Association matters.
• Coordinate vendors, contractors, inspections, maintenance, projects, and service contracts for assigned communities.
• Maintain accurate records and timely follow-through in Caliber, Microsoft Office, SharePoint, and other company systems.
• Maintain regular communication with assigned Boards and provide professional guidance regarding operational and administrative matters.
• Balance portfolio deadlines with onsite responsibilities through effective time management and prioritization.

Knowledge, Skills & Abilities

• Strong working knowledge of customer service principles and practices.
• Strong interpersonal, leadership, organizational, and communication skills.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to prioritize and manage competing demands in a dynamic work environment.
• Ability to analyze and interpret governing documents, regulations, policies, technical procedures, and other documents of similar complexity.
• Working knowledge of Florida Statutes applicable to community association management.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Proficiency with SharePoint and company systems; experience with Association management software such as Caliber is preferred.
• Strong project management, vendor management, and problem-solving skills.
• Ability to conduct effective site inspections and Association meetings.
• Ability to communicate professionally and confidentially with owners, Board members, vendors, contractors, and internal staff.
• Ability to handle potentially stressful situations with composed authority and sound business judgment.

Minimum Experience

• One (1) to three (3) years of experience as a manager within the community association management industry or a similar field such as hospitality, apartments, development, or real estate is preferred.
• Experience overseeing property or building operations, staff, service contracts, resident concerns, property improvements, or capital projects is favorable.
• Experience with site inspections, covenant enforcement, Board support, budgeting, project management, service bids, and contractor oversight is preferred.

Requirements

Required Qualification

Must be a Florida Licensed Community Association Manager (LCAM).

Benefits

Managers receive ongoing training and support, including quality personnel and resources to assist with timely follow-through and communication. Support departments include HR, Accounting, Resident Support, IT, Web Team, and annual corporate training. Benefits include salary plus 401(k) with employer match, mileage reimbursement, monthly cell phone allowance, health insurance, dental, vision and supplemental insurance, generous paid time off, company-paid holidays, a supportive and flexible work environment, industry-leading software (Caliber), and laptop.

Physical Demands & Work Environment

• This position requires a substantial amount of sitting and working at a computer station.
• The position also requires driving to complete property inspections, attend meetings, and perform onsite responsibilities.
• The employee must be able to transition effectively between onsite community responsibilities and portfolio management duties.
• Must be flexible and available to work occasional evenings and weekends as business and Association needs require.

Position Expectations

The Hybrid Onsite & Portfolio CAM is expected to maintain a high level of professionalism, responsiveness, organization, and accountability. The position requires the ability to transition between onsite and portfolio responsibilities without compromising service levels, deadlines, communication, or follow-through. Management may adjust the allocation of onsite and portfolio hours based on community needs, workload, meetings, projects, and business requirements.

This is a guideline, not an all-inclusive job description. The information on this description reflects the general scope and level of work performed by employees within this classification. This is not a complete list of all duties, responsibilities, or qualifications required of employees assigned to this position; therefore, management has the right to assign or reassign schedules, duties, and responsibilities at any time. An updated version may be provided or discussed.