What can an unlicensed community association manager do in Florida?

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

Community association manager requirements in Florida

To manage most Florida community associations for pay, you must hold a Community Association Manager (CAM) license issued by the Department of Business & Professional Regulation (DBPR).

To get your CAM license, you need to be at least 18 years old and able to pass the “good moral character” review that accompanies every DBPR application (your fingerprints are run through state and FBI databases to confirm this). Next, complete 16 hours of a state‑approved pre‑licensure course. You can typically take the class in person or online, but it has to be on DBPR’s approved provider list. Keep your completion certificate handy — the state will not let you sit for the exam if your course-completion date is more than 12 months old.

When you’re ready, file the CAM application with DBPR, submit electronic fingerprints, and pay the required state fees. Once DBPR clears your background and paperwork, it will authorize you to schedule the CAM examination. The test consists of 100 multiple‑choice questions covering statutes, budgeting, maintenance, insurance, and board governance. You’ll need a scaled score of 75 or higher to pass.

After you pass, DBPR issues an initial license that stays valid until September 30 of the next even‑numbered year (Florida generally renews CAM licenses on a two‑year, even‑year cycle). To renew, you must finish 15 hours of continuing education each cycle, or 17 hours if you manage an HOA.
 

What is off-limits for an unlicensed community association manager in Florida?

According to Section 468.431 of the Florida Statutes, a license is required when someone is compensated for managing a residential community with more than 10 units or an annual budget exceeding $100,000.

Examples of services that require a license may include:

• Controlling or disbursing funds of a community association
   
• Preparing budgets or other financial documents for a community association
   
• Assisting in the noticing or conduct of community association meetings
   
• Determining the number of days required for statutory notices
   
• Determining amounts due to the association
   
• Collecting amounts due to the association before the filing of a civil action
   
• Calculating the votes required for a quorum or to approve a proposition or amendment
   
• Completing forms related to the management of a community association that have been created by statute or by a state agency
   
• Drafting meeting notices and agendas
   
• Calculating and preparing certificates of assessment and estoppel certificates
   
• Responding to requests for certificates of assessment and estoppel certificates
   
• Negotiating monetary or performance terms of a contract subject to approval by an association
   
• Drafting pre-arbitration demands
   
• Coordinating or performing maintenance for real or personal property and other related routine services involved in the operation of a community association, and complying with the association’s governing documents and the requirements of law as necessary to perform such practices

What can an unlicensed team members do in Florida?

There are still many ways that unlicensed team members can support day-to-day operations. Florida law allows for assistance in some roles that are administrative, clerical, or routine in nature, so long as those tasks are carried out under the direct supervision of a licensed community association manager and do not constitute activities that require a CAM license.

Let’s break down a few potential support areas:
 

Administrative and on-site support

Support staff may be able to help keep operations running smoothly by assisting with resident communications, organizing digital and paper files, and coordinating schedules. Examples may include:

• Preparing welcome packets or application materials
   
• Helping to schedule vendor appointments that have already been approved by the licensed manager
   
• Posting pre-approved notices on community boards or portals

They may also be able to assist with updating internal documents or gathering records requested by residents, provided they do not interpret, modify, or create any documents that require a license.
 

Coordinating maintenance

Vendor communication is a major part of community operations. While finalizing contracts and negotiating services require a license, support staff may be able to:

• Confirm appointments with vendors
   
• Notify residents of scheduled work
   
• Help track and close out work orders

These tasks can help streamline operations while keeping the licensed manager focused on higher-level responsibilities.
 

Financial communications

While managing association funds or collecting payments involves licensure, unlicensed team members may be able to assist by:

• Logging incoming payments
   
• Delivering checks to the appropriate staff
   
• Sending billing reminders under the licensed manager’s guidance

The key is to avoid any role in authorizing, applying, or interpreting how funds are to be managed or recorded.
 

Providing community information

When someone calls or visits with a general question, support staff may be able to help by providing information that has been pre-approved. For instance:

• Quoting monthly dues, amenity hours, or square footage
   
• Explaining where to find documents or forms
   
• Offering directions to the resident portal or contact information for the licensed manager

Any question that shifts into terms, availability, or legal interpretation should be referred to someone licensed.
 

Showing units or common areas

Walking prospective residents through a vacant unit or highlighting shared amenities may be acceptable when the conversation sticks to factual information. Describing what’s in a unit or where to find the pool is different from discussing lease terms or availability — topics that need to be addressed by a licensed team member.
 

Importance of getting a Florida Community Association Manager license

Becoming a licensed community association manager can open the door to a much broader set of responsibilities. For those looking to grow in their role, or for associations wanting a higher level of professional oversight, licensure can make a meaningful difference.
 

Expanded career opportunities

With a license, you can oversee financial operations, coordinate capital projects, and work directly with legal counsel or engineers. This level of involvement leads to deeper partnerships with board members and broader career mobility.
 

Credibility and professional development

Licensure shows you’ve completed approved coursework, passed an exam, and committed to staying informed through continuing education. In a field where laws evolve and responsibilities are significant, that training sets a clear standard of preparedness.
 

Flexibility to lead

A license gives community association managers the flexibility to take on larger portfolios, train other staff, or take on advisory roles in new developments. It’s also required for many leadership roles within management firms or when launching your own business.
 

Working together effectively

Community management works best when responsibilities are clearly defined and aligned with Florida law. Licensed managers can bring expertise and training to the table, while supervised support staff help carry out important operational and administrative tasks.

By keeping tasks aligned with legal requirements and maintaining open communication between boards, management companies, and legal advisors, associations can operate more confidently and efficiently.

If you're ready to work with a licensed, experienced community association management team, contact FirstService Residential today.