Community Association Manager

Overview

This is a growth-focused role designed to support Castle Group’s expansion in the Dallas-Fort Worth market. We are seeking a Community Manager with strong HOA/condo management experience and a deep understanding of the Texas Property Code (Chapters 209 and 82).

The Community Manager will:

• Provide support across multiple communities in the DFW market.

• Assist with onboarding new communities.

• Fill in at sites as needed or serve as an interim manager to cover vacancies.

• Act as a "Bench Manager" to support new account launches and step into permanent onsite or portfolio roles as opportunities arise.

• Ensure compliance with Texas HOA regulations and Castle Group policies.

Under general supervision and in association with the Board of Directors, the Community Manager plans, directs, recommends, and implements policies and procedures to ensure that the services required to maintain the common elements of the Association are delivered in a first-class manner and in accordance with community rules and regulations.

This hands-on leadership position oversees the community's operational, administrative, financial, human resources, maintenance, and security functions. The position requires the Community Manager to be on call 24 hours a day, 7 days a week, for emergency consultation in the event of incidents requiring management intervention.

All services of the Community Manager are under the direct supervision of Castle Management and are performed in accordance with the Management Agreement between the governing Board of Directors and Castle Management, LLC.

The Community Manager provides exemplary service consistent with Castle Group’s values and mission, performing all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.

Responsibilities

Operations and Accounting 

• Utilize Castle Management’s assigned inspection checklists to routinely inspect the community and facilities to identify maintenance, security, violations, safety, and landscaping deficiencies in compliance with Castle standards.
• Manage all covenant enforcement activities (with or without a dedicated Covenant Coordinator), including issuing violations and preparing for grievance committee meetings.
• Plan, direct, and oversee the implementation of systems to professionally protect the Association’s community assets and records.
• Create, manage, and monitor the Association’s budget and financial processes.
• Assist in the preparation and review of monthly financial reports, ensuring accuracy and analyzing variance trends.
• Maintain working knowledge of the Association’s financial reports and provide support to the Treasurer by obtaining responses to financial inquiries.
• Ensure compliance with all reporting requirements outlined in the Castle Management contract.
• Prepare recommendations for collection actions on delinquent accounts and report progress to the Board monthly.
• Maintain Association records in compliance with Texas Property Code requirements, including proper record retention and website updates (if applicable).
• Prepare and implement Emergency Preparedness plans as outlined in the Castle Management contract, including weather-related events and other emergencies.
• Solicit, review, and compile bid analysis sheets for Board review for maintenance, construction, and other community projects or services.
• Draft Requests for Proposal (RFPs) as needed to ensure vendor bids are comparable and competitive.
• Promptly investigate and document all accidents, claims for property damage, and personal injuries (including work-related injuries) and report them within required timelines to the appropriate parties.
• Serve as a liaison with legal counsel and other Association vendors as necessary to conduct Association business.
• Review and code vendor invoices for payment, confirming that the work has been completed satisfactorily and payments align with Board direction.
• In the absence of administrative staff, track architectural change requests submitted by homeowners and inspect for compliance upon completion. Utilize assigned software programs to engage with Board or Committee members during the review process and attend ARC meetings.

Talent Management  

• Manage all aspects of the employee lifecycle, including hiring, training, approving payroll and PTO, managing performance, and coaching/developing team members.
• Ensure the on-site team is capable of meeting community goals while providing service in a hospitable, professional, and courteous manner.
• Ensure all safety precautions and procedures are followed by team members while performing assigned duties.

Managing Relationships 

• Foster strong, professional communication between Board Members, residents, and management.
• Respond promptly to all owner and Board Member requests within required timelines.
• Perform other duties and responsibilities as assigned.

Supervisory Responsibilities 

• Directly manage the on-site team.
• Carry out supervisory responsibilities in alignment with Castle policies and applicable laws.
• Responsibilities include interviewing, hiring, training, mentoring, assigning work, appraising performance, rewarding and disciplining employees, and resolving workplace concerns.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Education and Experience 

• CMCA, AMS, and PCAM certification preferred. Must hold at least CMCA. 
• An associate's degree with a concentration in business is preferred.  
• A minimum of 3-5 years of CAM or related business experience, or more, depending on the community, is required.  
• Strong customer service, communication, and interpersonal skills to help create effective customer-focused relationships with all levels within the organization.
• Effective written and verbal communication 
• Highly organized, people-oriented individual. Able to work under tight deadlines and use time effectively based on key priorities.
• Ability to present and communicate in front of large audiences.
• Coaching and training abilities and understanding of Accounting principles are desired.
• Intermediate to advanced command of computer hardware/software is required; specifically, proficient in the knowledge of Microsoft Office suite including but not limited to; Word, Excel, Power Point and Outlook.
• English is required. Multiple language fluency is desirable.
• Valid Driver’s License.

Skills and Abilities 

• Outstanding customer service, communication, and interpersonal skills to help create effective customer-focused relationships with all levels within the organization.  
• Strong experience with conflict resolution strategies is required. 
• Advanced time management skills required to use time effectively based on key priorities, with the ability to prioritize tasks in an environment with constant changes.  
• Excellent verbal and written communication skills with the ability to communicate, receive, and exchange ideas and information using spoken and written language.   
• Excellent organizational skills and attention to detail.  
• Strong analytical, problem-solving, and negotiation skills.  
• Strong presentation and public speaking skills required. 
• Ability to act with integrity, professionalism, and confidentiality. 

Physical requirements 

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

• Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

• Ability to lift 30lbs. following appropriate safety procedures.   

• Ability to: 

• Work in an upright standing position for long periods 

• Work in different environmental working conditions (e.g., heat, cold, wind, rain).  

• Walk and climb stairs.  

• Handle, grasp, feel objects. 

• Reach with hands and arms.  

• Extensive use of fingers for typing and visual use of the computer monitor.  

• Ability to quickly and easily navigate property/buildings.  

• Ability to possibly walk in uneven terrain, depending on the community, while conducting inspections. 

• Repeat various motions with wrists, hands, and fingers.  

• Ability to detect auditory and visual emergency alarms.  

• Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone. 

• Visual ability correctable to 20/20. 

• Ability to respond verbally in an understandable, professional manner in person and over the telephone. 

• May be required to travel for training sessions off-site as needed. It may be occasionally required to cover for staff at other communities within a reasonable commuting distance.  

• Ability to work extended hours and weekends if needed. 

Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations. 

EQUAL EMPLOYMENT OPPORTUNITY 

Castle is an equal-opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws. 

DISCLAIMER 

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.