Condo board member and property manager standing outside a Miami condominium building
21
Jul

Who Does What? Understanding Condo Board vs. Property Manager Roles in Miami

In Miami’s condo landscape, one of the most common sources of tension and confusion is this: Who’s actually responsible for what—the board or the property manager?

It’s a fair question. Condo boards are made up of volunteer homeowners, while property managers are hired professionals. But when responsibilities get blurred—when a manager is expected to “run the building” without clear direction, or the board tries to micromanage day-to-day operations—problems arise.

From code compliance and budget management to vendor coordination and resident relations, knowing who is in charge of each task is essential for a thriving, well-governed community.

Let’s break it down.

What the Condo Board Is Legally Responsible For

According to Florida Statute 718, a condominium association’s board of directors is ultimately responsible for governing the association and making policy-level decisions. The board has a fiduciary duty to act in the best interests of the association and its owners.

Key board responsibilities include:

  • Approving budgets and financial reports
  • Setting maintenance fees and assessments
  • Enforcing governing documents and community rules
  • Hiring and overseeing the property management company
  • Selecting vendors and approving contracts
  • Making legal and insurance decisions
  • Complying with local laws and state filing requirements

Importantly, the board retains final decision-making authority. Even if a property manager handles day-to-day tasks, the board is accountable for all decisions that impact the building and its owners.

What the Property Manager Handles

A licensed property manager, or Community Association Manager (CAM), is hired to execute the board’s directives and handle operational tasks. Think of the manager as the building’s COO, while the board functions as the board of directors.

A property manager’s duties typically include:

  • Collecting monthly fees and managing accounts payable/receivable
  • Preparing financial reports and coordinating audits
  • Scheduling repairs and managing vendors
  • Responding to resident inquiries and complaints
  • Coordinating code compliance and permit issues
  • Managing building inspections and recertification processes
  • Assisting with elections and meeting logistics
  • Enforcing rules based on the board’s instructions

In Miami-Dade, it’s critical that property managers have experience working with city departments like the Building Department, Unsafe Structures Division, and Zoning Division.

What Boards Often Do Wrong (And How to Avoid It)

Boards sometimes abdicate too much authority, assuming that because they hired a manager, the manager is responsible for all outcomes. Other times, board members micromanage daily operations, undermining the manager’s effectiveness and creating inefficiencies.

Here are a few common missteps:

  • Approving a budget without reviewing the reserve forecast
  • Letting the manager make major financial decisions without board approval
  • Expecting the manager to enforce rules the board won’t consistently support
  • Micromanaging minor maintenance requests while ignoring long-term planning

How to avoid it: Clearly define the division of labor in your management agreement and reinforce it during monthly board meetings. When you partner with a structured firm like Cosmo Management Group, you benefit from a clearly defined scope of services and transparent communication protocols. Nothing falls through the cracks—and no one steps outside their lane.

Why Clear Roles Matter for Legal Protection

If something goes wrong—say, a budget error, a missed inspection, or an improperly handled violation—the board is the party that faces potential liability. That’s why it’s so important to have the right management partner and clear oversight structures in place.

For example, failing to comply with Florida’s structural safety inspection laws could expose a board to legal risk. Property managers like Cosmo keep track of key deadlines and coordinate directly with engineers, inspectors, and city officials to make sure nothing is missed.

Likewise, financial mismanagement—whether intentional or not—can lead to lawsuits from residents. An experienced manager provides regular reporting, clear documentation, and access to audit-ready records.

Smart Strategies for a Productive Board–Manager Relationship

  1. Define scope in writing: Your management agreement should clearly outline responsibilities, deadlines, and limits of authority.
  2. Meet monthly (at minimum): Stay in sync with your manager via regular board meetings. Review financials, discuss open tasks, and evaluate performance.
  3. Avoid micromanagement: Trust your manager to handle operational issues while you focus on strategic decisions and governance.
  4. Be consistent with enforcement: Ensure that the board supports rule enforcement so the manager isn’t left to deal with angry residents without backing.
  5. Educate new board members: Don’t assume everyone understands the difference between governance and management. Onboarding is key.

Cosmo provides board orientation tools and leadership transition support so that new board members understand their roles from day one.

Why the Right Property Manager Makes All the Difference

Not all property managers are created equal—especially in Miami. Many boards hire underqualified individuals or firms with little infrastructure, leading to communication breakdowns, legal oversights, or poor vendor performance.

Cosmo Management Group is different. We’ve built a reputation across South Florida for:

  • Transparent communication and documentation
  • Fast, compliant handling of city interactions
  • Robust vendor management and contract negotiation
  • Real-time financial reporting and budget forecasting
  • Strong board training and support systems

Our approach is simple: clear roles, proactive support, and total accountability. Your board leads—we help you lead better.

Conclusion: Know Your Role, Empower Your Building

Clear roles between your condo board and your property manager aren’t just a good idea—they’re essential to protecting your community, your finances, and your peace of mind.

If your board is overwhelmed with complaints, confused about responsibilities, or frustrated by poor management results, Cosmo Management Group is here to help.

With decades of experience managing Miami condominiums, we offer structured, strategic solutions that improve operations, simplify communication, and ensure full legal compliance. From board coaching to compliance coordination, we’re the behind-the-scenes partner you didn’t know you needed—but won’t want to manage without.

Take control of your condo ownership journey with clarity, support, and expert guidance. Contact Cosmo Management Group today and see how a better-managed board leads to a better-run building.

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