IT Support for Property Managers and Condo Associations in Broward County
Property management sits on an awkward combination: small offices, large sums of other people's money, constant vendor invoices, and a board of directors that changes composition every year.
What makes this sector different
- Vendor invoices arrive constantly from companies the office has genuinely worked with, which is exactly why a forged one is so hard to spot. Changing the bank details on a real vendor's invoice is the whole attack.
- Board members rotate. Credentials, shared mailboxes and document access get handed over informally and rarely revoked, so access accumulates across people who left the board years ago.
- Owner records include names, addresses, payment details and often bank information for direct debits — a full set of personal data held in an office with no dedicated IT.
- Florida's structural integrity reserve study and milestone inspection requirements have generated a large volume of engineering reports, financial records and correspondence that associations are now obliged to keep and produce on request.
What actually goes wrong
Invoice fraud is the dominant loss
Not ransomware. A convincing email from a known vendor with updated payment details, arriving in a busy accounts inbox. The money leaves through a legitimate-looking process and is very difficult to recover.
Access that nobody ever removes
Every departed board member, every former property manager, every vendor given a temporary login. Without a leavers process, access only ever accumulates.
Records you are now required to produce
Compliance obligations around reserve studies and inspections mean documents have to be retained, findable and intact. A failed backup is no longer just inconvenient.
How we handle it
- Email authentication and impersonation protection tuned to your vendor list
- A verification step on any change to vendor payment details
- Named accounts per person, with a real offboarding process for board turnover
- Backups of association records that are tested by restoring them
- EDR and patching across the management office
- Document access that is reviewed rather than accumulated
Common questions
How do we stop fraudulent vendor invoices?
Technically: enforced email authentication so vendors and your own domain cannot be trivially impersonated, plus impersonation protection tuned to the vendors and staff names you actually deal with. Procedurally: any change to bank details on an invoice gets verified by phone on a number from your own records, never one printed on the invoice. The second control is the one that catches the attack that gets through the first.
We manage several associations from one office. Does that complicate things?
It makes access separation matter more than it would in a single-entity office. Each association's records should be reachable by the people who manage it and not by everyone in the building. That is a configuration question, not an extra cost.
Can you help with the records side of the inspection and reserve study requirements?
We can make sure the documents are backed up, restorable, access-controlled and findable — the technical custody of them. What has to be retained, for how long, and what must be produced on request is a question for your association's counsel. This is not legal advice.
What does this cost for a small management office?
Endpoint protection is $32 per device per month with a five device minimum. A typical office runs six to fifteen devices. Cleanup work — sorting out years of accumulated access, or migrating records off someone's personal drive — comes out of prepaid support hours from $115 per hour.
Start with the free assessment
We run an external security assessment on your domain and show you what we find before you spend anything.