Condo property manager responsibilities can vary depending on the type of agreement the association has with the management company. However, they typically include wide-ranging duties covering operations, financials, projects, communication, conflict resolution, and legal compliance.
Understanding Condo Property Manager Responsibilities
A condo property manager is someone who professionally manages condominiums or condo associations. They can be third-party independent contractors or employees of a condo management company. The condo board is responsible for hiring the manager or management company.
The responsibilities of the condo property manager are similar to those of an HOA manager. However, condominiums are structured differently than single-family detached homes, so some responsibilities are more specialized.
Furthermore, the condo board works with the manager to determine their responsibilities. Some condo communities only need the bare minimum services, such as administrative work. However, other communities need full-service management, encompassing all aspects of condo management.
What Does a Condo Property Manager Do?
As mentioned above, the exact responsibilities of a condo manager depend on their agreement with the condo association. That said, here are the typical duties that make up the role of a condo property manager.
1. Operations Management
Part of the condo property manager’s job description is operations management. Condo managers must ensure that day-to-day operations run efficiently and effectively. This includes overseeing maintenance and cleaning, checking the functionality of facilities, and keeping a record of all completed services.
Additionally, the condo manager is responsible for consistently enforcing condo policies and rules. This can include inspecting the property for violations, reporting them to the board, and facilitating the violation process.
Security and safety are also essential to operations management, especially for private condo communities or gated subdivisions. The condo manager ensures these aspects – hiring security guards, implementing safety measures, and checking safety devices.
The condo manager can keep the community safe and running smoothly through consistent operations management. They can also identify and remedy issues before they worsen.
2. Financial Management
Financial management is one of the chief condo management responsibilities. An association’s finances are critical to ensuring the success of the community. Managing the condo’s funds is essential to a condo manager’s duties.
The condo property manager helps the board prepare the annual budget and ensures that operational budgets remain green. The manager is also responsible for collecting condo fees from unit owners and handling delinquencies, which are the lifeblood of a condo association.
In addition to this, the condo manager assists the board with reserve fund management. Many condo associations are required to maintain a reserve fund. In Florida, state law mandates that condo associations fund their reserves. Effective December 31, 2024, condo owners may not vote to forgo reserve funding or provide less funding than necessary.
Condo associations must also prepare financial statements per Florida law (Section 718.111(13)). Unfortunately, most condo boards have no idea how to do this. Condo property managers can help with this, too, including tax filing and preparation.
While financial management is part of a condo manager’s repertoire, the board still controls the association’s finances. The manager simply assists with financial management and does not make the decisions.
3. Project Management
Project management plays a big role in condo property manager duties and responsibilities. The condo manager continuously handles various projects, including ongoing and upcoming ones. Most board members don’t have adequate time to dedicate to these projects, so the condo manager oversees most of the work.
The condo manager is responsible for hiring and coordinating with vendors, overseeing maintenance and repairs, supervising construction work, and purchasing new equipment. Of course, each project is different, so the level of involvement and the services necessary can change from one to another.
4. Conflict Resolution
Conflicts are a normal part of any community. Residents and board members have differing personalities, views, and opinions, so disagreements and disputes are understandable.
Condo managers also prove essential in this aspect of managing associations. One of the primary condo property manager responsibilities is assisting with conflict resolution. Conflicts can be simple or complex. Most of the time, the board lacks the expertise or experience needed to resolve these problems.
Condo property managers can handle conflicts between neighbors. These conflicts can vary, but they usually involve noise complaints, pet issues, parking disagreements, and even property boundaries. If either party breaks the rules, the manager must implement enforcement action.
However, conflict can also arise between board members or between homeowners and the board. In such cases, the condo manager must attempt to resolve the dispute using internal measures. If these fail, the condo manager can mediate or arbitrate. The objective is to avoid disruption within the community and prevent escalation to court.
5. Communication
Communication is one of the irreplaceable condo property manager responsibilities. The condo manager is tasked with communicating with residents and the condo board and serves as a liaison between community members.
Condo managers must listen to residents’ concerns and complaints and, if possible, address them within their power. Often, managers must take the issues to the board for further discussion and action.
Communication responsibilities include sending notices, making announcements, and posting updates through various channels. Condo managers can also help with scheduling and facilitating board meetings.
Open communication is essential to have a harmonious community. It helps keep everyone on the same page and promotes transparency.
6. Legal Compliance
Condo associations must adhere to state laws and their governing documents. Board members, though, aren’t always aware of these laws, provisions, and regulations. This often results in noncompliance, which can carry both legal and monetary penalties.
A condo property manager can assist boards with legal compliance. They can ensure that the board and association follow the law and the condo’s rules to the letter.
A Clear Benefit
Condo property manager responsibilities range from simple communication to more complex project management tasks. One thing is clear, though. Condo boards can greatly benefit from hiring a condo manager to help with daily operations. Board members don’t always have the time and experience to complete these tasks. With a condo property manager, the board can delegate them and receive proper guidance.
Freedom Community Management provides condo management services in Florida. Call us at 904-490-8191 or contact us online to learn more!
