Portfolio Licensed Community Association Manager

Portfolio Licensed Community Association Manager

Position Overview – Job Description, Measures of Success & Proposed Milestones

Position Overview:

The Portfolio Licensed Community Association Manager (“Portfolio CAM”) is responsible for the day-to-day management, administration, and operational oversight of a portfolio of homeowner associations, condominium associations, and/or commercial associations managed by Southern States Management Group (“SSMG”).

This role serves as the primary liaison between the Association Board of Directors (including developer representatives/declarant), homeowners, vendors, and SSMG internal support teams. The Portfolio CAM is expected to provide proactive leadership, operational organization, financial oversight, vendor management, and exceptional customer service while maintaining compliance with Florida Statutes and governing documents.

The ideal candidate combines strong organizational discipline, professional communication, leadership ability, emotional intelligence, and operational accountability with a service-oriented mindset.

Core Objectives:

• Deliver consistent, professional, and responsive management services.
• Maintain strong Board and homeowner relationships.
• Protect and preserve Association assets.
• Ensure compliance with governing documents and Florida Statutes.
• Drive accountability among vendors and service providers.
• Maintain organized operations, financial accuracy, and process discipline.
• Support long-term client retention and satisfaction.
• Reinforce SSMG’s reputation for professionalism, responsiveness, and stability.

Key Responsibilities:

1.     Association & Board Management

a.      Board Relations

·        Serve as the primary management liaison to assigned Boards of Directors.

·        Attend Board meetings, annual meetings, workshops, and membership meetings.

·        Prepare management reports, action item tracking, and meeting agendas.

·        Assist Boards with operational decision-making and strategic planning.

·        Provide guidance regarding governing documents and operational best practices.

b.     Administrative Oversight

·        Ensure proper maintenance of Association records.

·        Coordinate meeting notices, mailings, and owner communications.

·        Monitor compliance with governing documents and architectural standards.

·        Coordinate elections, annual meetings, and required statutory processes.

·        Maintain organized electronic and physical Association files.

2.     Financial Management & Accountability

a.      Budgeting & Financial Oversight

·        Assist with preparation of annual budgets.

·        Review monthly financial statements for accuracy and anomalies.

·        Monitor reserve projects and capital expenditures.

·        Coordinate with accounting team regarding delinquencies, owner accounts, and collections.

·        Assist Boards with long-term financial planning.

b.     Accounts Payable & Vendor Coordination

·        Review and approve invoices in accordance with Association procedures.

·        Ensure contracts and expenditures align with approved budgets.

·        Coordinate bid solicitation and procurement processes.

·        Maintain vendor accountability and performance standards.

3.     Vendor Management & Property Operations

a.      Vendor Oversight

·        Coordinate and supervise vendors, contractors, and maintenance personnel.

·        Conduct regular property inspections.

·        Identify maintenance deficiencies and operational risks.

·        Ensure vendors comply with contractual obligations.

·        Coordinate emergency response activities when necessary.

b.     Project Coordination

·        Assist with capital improvement and maintenance projects.

·        Monitor project schedules, quality, and communication.

·        Maintain project documentation and reporting.

·        Coordinate engineering, legal, and consulting professionals as necessary.

4.     Architectural Control & Covenant Enforcement

a.      Architectural Review Coordination

·        Coordinate and administer Architectural Review Committee (ARC) processes.

·        Review owner applications for completeness and compliance with governing documents.

·        Track ARC submissions, approvals, denials, and follow-up requirements.

·        Coordinate communication between applicants, Board members, consultants, and ARC representatives.

·        Maintain organized ARC records and decision logs.

·        Assist with development and refinement of architectural standards and procedures.

b.     Covenant Enforcement

·        Conduct regular compliance inspections.

·        Coordinate issuance of courtesy notices and violation letters.

·        Monitor unresolved violations and escalation timelines.

·        Work collaboratively with Boards and legal counsel regarding enforcement actions.

·        Maintain consistent and professional enforcement practices.

·        Balance enforcement objectives with community relations and professionalism.

5.     Resident Communication & Service

a.      Owner Relations

·        Respond to homeowner inquiries in a professional and timely manner.

·        Assist with conflict resolution and issue management.

·        Maintain positive relationships with residents and Board members.

·        Support community engagement and communication initiatives.

b.     Communication Standards

·        Maintain timely email and phone response standards.

·        Distribute notices, newsletters, and operational updates.

·        Utilize approved communication systems and software.

6.     Compliance & Risk Management

·        Maintain operational compliance with Florida Statutes.

·        Coordinate insurance claims and incident reporting.

·        Monitor expiration of contracts, permits, and licenses.

·        Identify operational and legal risk areas proactively.

·        Escalate significant issues to leadership when appropriate.

7.     Technology & Process Discipline

·        Utilize Vantaca and other approved software platforms consistently.

·        Maintain organized records, task tracking, and workflow management.

·        Ensure accurate documentation of Board directives and operational activities.

·        Participate in process improvement initiatives.

·        Support adoption of Microsoft Teams, SharePoint, Planner, and related tools.