COMMUNITY ASSOCIATION MANAGER

Job Description

Job Description

The Management Trust
Position Title: Community Association Manager
Location: Portland, OR *(In-office position, 2 days remote after onboarding period)
Reporting To: Vice President of Community Management
Status: Exempt, Full-Time

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Community Association Manager is responsible for the management of the operations, maintenance, and oversight of designated Homeowner Association, including, but not limited to the specific tasks as outlined below. Acts as a proactive leader with Boards of Directors in taking a proactive approach to maintenance, financial forecasting, and planning for the future of client communities. Always thinks through Board Members’ positions and provide them with comprehensive information, anticipating their questions, after asking them to render decisions, which is key to Leadership Management. Presents a balanced dialogue to owners and Board members regarding processes and expectations of community operations. Maintains a position of trust with the client by listening to concerns and responding timely and completely. Actively supports client satisfaction and retention by overseeing the follow through of client tasks – fully leveraging internal support teams, systems, training, and resources. Business is conducted under the direction of the Board of Directors in accordance with state regulations, the Association’s Governing Documents, local ordinances, community management industry standards, with a professional, helpful, and courteous customer experience focus.

JOB DUTIES AND RESPONSIBILITIES:

• Manage a portfolio of assigned communities that may include single family, townhomes, condominiums, or commercial industrial complexes
• Coordinate with multiple support teams to oversee tasks and ensure Association deliverables are met in a timely manner
• Accountable to client requests and tasks, maintains visibility and communication with internal and external partners to ensure they meet the goals established by the Board for relevance, budget, and quality of service.
• Guide, assist, and recommend a course of action for Board members to conduct business using Leadership Management (proactive planning)
• Manage the proactive planning, large-scale projects, and legal deadlines for the Association. Serve as primary point of contact for the Board of Directors and Committees in coordination with an Assistant Community Manager and other support team members
• Perform periodic physical site inspections or visits as needed to oversee projects, condition of common areas, or membership compliance with Association use restrictions and operating rules. May also review the completion of inspections by other team members for property status.
• Carry out the policies and directives adopted by the Board in accordance with our contractual terms and conditions and effectively communicate updates to support teams.
• Maintain current knowledge of governing documents, applicable state regulations, and local ordinances that apply to each assigned community
• Responsible for oversight of the condition and recurring maintenance physical property of the Association in accordance with our contractual terms and conditions
• Direct and oversee tasks assigned to support team to compile and prepare information and paperwork for Board meeting and Annual Membership meetings, including Managers Report, agenda, previous meeting minutes, executive session items, architectural items, bank signature cards, ballots, and violation/work order reports.
• Attend Board and committee meetings as needed and required
• Ensures all Association deadlines for maintenance and legal obligations are met
• Ability to review community history, reports and documentation in preparation of annual draft budget information.
• Review and code invoices for payment, monitor cash and reserve accounts for cash flow planning for major improvements, issue check requests for reimbursement/other expenses, review budget and financial reports for reclassification of expenses and/or areas of concerns, and work with accounting staff to address Board questions and concerns.
• Assist the Association committee(s), volunteers, and/or vendors if requested to obtain bids for projects and to coordinate the inspection and preparation of the reserve study update.
• Other duties and special projects as assigned.

QUALIFICATIONS:

• High School Diploma (or equivalent)
• At least (1) year of experience as a Community Manager handling the duties and responsibilities specified above
• May require industry certifications or licensing (state dependent)
• Solid knowledge of Microsoft Outlook, Excel, and Word
• Strong leadership abilities and comfort with public speaking (small and large groups)
• Ability to meet deadlines and address time-sensitive issues
• Ability to manage workflow amid shifting priorities
• Willing to learn Company process and procedures, and learn/use proprietary software
• Work independently, with little oversight, and with accountability to Division Leadership for the end result achieved
• Demonstrate a positive attitude and ownership mentality; we believe each employee can build his/her own future
• Strong ability to problem solve and utilize resources to bring solutions to client challenges
• Strong written and verbal communication skills
• Ability to delegate to internal support team members, while maintaining accountability for the end result
• Ability to provide conflict resolution to personality challenges that may arise with Board members or homeowners in a calm manner

SPECIAL POSITION REQUIREMENTS:

• Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings
• Must have and maintain a valid driver’s license and vehicle insurance in compliance with Company policy
• Must be able to drive in the dark if required

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, multiple web-based applications, smartphone, tablet, copier/scanner, etc.
• Must be able to walk for up to 4 hours at a time for site visits and meetings
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite locations

SUPERVISES OTHERS? IF SO, LIST:

• None

SCHEDULE & TRAVEL:

• Monday – Thursday 8-5, Friday 8-3
• This position may require occasional long hours to meet business needs (including weekends)

The Management Trust is an Equal Opportunity employer. We support celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.