Choosing a property management company is one of the most consequential decisions a South Florida condo association board will ever make. The right property manager becomes a trusted partner who protects your community, keeps the building running smoothly, and helps the board navigate the increasingly complex world of Florida condo law and insurance. The wrong one can cost your association significantly — in money, in compliance risk, and in community trust.
For boards in Miami-Dade, Broward, and Palm Beach counties, here is a comprehensive guide to finding and evaluating the right property management company for your association.
What Does a Property Management Company Actually Do?
Before evaluating candidates, it helps to be clear about what you’re hiring for. A property management company typically handles:
- Day-to-day operations — Vendor coordination, maintenance requests, common area oversight
- Financial management — Collecting assessments, paying vendors, maintaining financial records, preparing budgets and financial statements
- Administrative support — Meeting coordination, record keeping, owner communications, violation enforcement
- Vendor management — Soliciting bids, managing contractor relationships, overseeing project work
- Regulatory compliance — Keeping the association current with Florida statute requirements, including the new condo safety law obligations
- Emergency response — Coordinating the association’s response to storms, floods, and other emergencies
The scope of services varies significantly between companies and contracts. Some boards want full-service management; others retain more control and want a more limited administrative role. Be clear about what you need before you start evaluating candidates.
Licensing and Credentials: The Non-Negotiables
In Florida, anyone who manages a community association for compensation must hold a Community Association Manager (CAM) license issued by the Florida Department of Business and Professional Regulation (DBPR). This is not optional — it is a legal requirement, and hiring an unlicensed manager exposes your association to significant liability.
When evaluating management companies, verify:
- CAM license — The individual manager assigned to your account must hold a current, active Florida CAM license. You can verify licenses at the DBPR website (myfloridalicense.com).
- Company licensure — Management companies themselves must also be licensed if they employ CAMs managing associations.
- Insurance coverage — The management company should carry errors and omissions (E&O) insurance, general liability, and fidelity/crime coverage protecting association funds they handle.
- LCAM vs. CAM — Large-scale community associations may require a Licensed Community Association Manager (LCAM) rather than a standard CAM.
Always verify the license yourself: Don’t rely on the management company’s assurances. Look up the individual manager’s CAM license directly on the DBPR website before signing any contract. A license that is suspended, expired, or under disciplinary action is a serious red flag.
Experience With Condo Associations Like Yours
Property management is not one-size-fits-all. A company that excels at managing single-family HOAs may struggle with a high-rise condo tower. A firm experienced with small garden-style communities may be overwhelmed by a 300-unit complex with multiple amenities and a large staff.
When evaluating candidates, ask specifically:
- How many condo associations do you currently manage, and what is the average unit count?
- Do you have experience managing buildings similar to ours in size, age, and type?
- How many of your managed associations are in our county?
- What is your experience with post-Surfside compliance requirements, including milestone inspections and SIRS?
- Can you provide references from associations similar to ours that we can contact directly?
Financial Controls and Transparency
Your property manager will handle significant sums of association money — operating funds, reserve accounts, and potentially special assessment proceeds. Financial controls are non-negotiable. Look for:
- Separate bank accounts — Your association’s funds should be held in accounts in the association’s name, completely separate from the management company’s own funds and from other client associations
- Dual authorization — Significant disbursements should require sign-off from both the management company and a board officer
- Monthly financial reporting — You should receive detailed monthly financial statements, not just a summary
- Access to accounts — Board officers should have direct access to view account balances and transaction history at any time
- Annual audit or review — Florida statute requires certain financial reporting for larger associations
The fidelity bond connection: Your association’s fidelity bond should cover theft by the property management company, not just your own employees. And the management company should carry their own crime coverage as well. Before hiring a management company, confirm with your insurance agent that your fidelity bond covers third-party theft by the manager.
Communication and Responsiveness
One of the most common complaints boards have about property managers is poor communication. Before signing a contract, assess how the company communicates:
- What is the expected response time for board inquiries? For owner requests?
- Who is the dedicated point of contact for your association?
- What happens when your primary manager is on vacation or leaves the company?
- How are after-hours emergencies handled?
- What technology platform do they use for work orders, owner communication, and financial reporting?
Ask for a realistic picture of the manager’s current portfolio size. A manager responsible for 20+ associations may struggle to give yours the attention it deserves, particularly during hurricane season or after a major loss event.
What to Look for in the Management Contract
Before signing, have your association’s attorney review the management contract. Key provisions to scrutinize include:
- Term and termination — How long is the initial term? What notice is required to terminate? Can you terminate for cause?
- Scope of services — Exactly what is included in the base fee, and what is billed additionally?
- Fee structure — Base management fee, per-unit fees, and any additional charges for project oversight, violations, or other services
- Vendor relationships — Does the management company receive any referral fees or commissions from vendors they recommend? Full transparency is required.
- Transition provisions — What happens to records, funds, and vendor relationships if you terminate the contract?
Property Management Company Evaluation Checklist
- Verify CAM license for the assigned manager at myfloridalicense.com
- Confirm the company carries E&O, GL, and fidelity/crime insurance
- Ask for references from associations similar to yours — and actually call them
- Confirm experience with Florida’s new condo safety law requirements
- Review financial control procedures: separate accounts, dual authorization, monthly reporting
- Confirm your fidelity bond covers third-party theft by the manager
- Assess communication protocols and after-hours emergency response
- Ask how many associations the assigned manager currently handles
- Have your attorney review the management contract before signing
- Confirm transition and record-handover procedures are clearly defined
A great property manager makes a condo board’s job significantly easier — and a poor one creates problems that can take years to unwind. Take the time to evaluate candidates thoroughly, check references carefully, and get the right professional guidance before signing a long-term contract. If you have questions about how your property management structure affects your insurance program, reach out for a free consultation.