On-Site Condominium Association Manager

Bluestone Real Estate Services invites applications for a full-time On-site Association Manager position. Bluestone Real Estate is a leading association management company dedicated to providing exceptional service and enhancing the living experiences of our residents. As an On-site Association Manager, you will oversee the day-to-day operations of a Bluestone community association. You will ensure the efficient management of all aspects of the property, maintenance, financial management, Board of Directors, and homeowner relations.

This position is located at The Henry Condominiums located in downtown Portland. The position is typically Monday-Friday but can involve other days and hours. The position participates in a rotating on-call schedule and attendance of scheduled evening Board of Directors meetings.

General & Concierge Duties

• Provide Concierge coverage on a daily basis.
• Work at the direction of the Portfolio Manager and Board of Directors to determine management priorities.
• Ensure properties are operating at peak physical and financial performance.
• Serve as a primary contact for a wide range of owner, vendor, and property service issues, fostering positive relationships and addressing concerns promptly and professionally.
• Assist in ensuring the properties are well maintained, clean and aesthetically pleasing at all times.
• Provide guidance and leadership to direct reports.

Maintenance & Safety Duties

• Authorize, create and/or assign owner maintenance requests and ensure their satisfactory and timely completion.
• Coordinate vendor service calls and meet vendors onsite as needed, ensuring our properties receive proper care. Maintain work order logs.
• Source and negotiate contracts with vendors, suppliers, and service providers.
• Supervise contractors and third-party vendors to ensure work is completed on time, within budget, and in accordance with quality standards.
• Evaluate vendor performance and maintain a network of reliable service providers.
• Implement emergency preparedness plans and procedures to respond to crises and unforeseen events as approved by the Board of Directors.
• Coordinate large capital projects approved by the Board of Directors.
• Review invoices for portfolio; track completion of work orders and request invoice revisions as needed.
• Oversee pool/spa maintenance and testing in accordance with county standards (if applicable).
• Respond to emergency calls after hours, as requested (when on-call).
• Report accidents and emergency situations immediately and complete the incident report.
• Perform regular property inspections and document violations, maintenance, and safety concerns.

Administrative Duties

• Serve as primary owner contact for phone calls and emails.
• Code and authorize invoice payments at a minimum of three (3) times per week.
• Attend evening Board of Director’s meetings as scheduled.
• Facilitate tax return completion, annual Financial Review and reserve study updates.
• Maintain, track, and request Association and owners’ insurance certificates.
• Ensure compliance with condominium bylaws, regulations, and local ordinances.
• Advise Board of Directors and owners on Governing Documents and responsibilities.
• Address legal issues, disputes, and insurance claims in collaboration with legal counsel and insurance providers.
• Keep up with industry laws and best practices.  Attend continuing education courses and work toward industry certifications.
• Track owner delinquencies and send the proper notices.
• Maintain accurate information in association management system.
• Review monthly operating statements and prepare variance reports for Board of Directors.
• Prepare and mail Annual Meeting proxies, agendas, and past meeting minutes to all homeowners 30 days prior to Annual meetings.
• Assist in annual association budget preparation.
• Assist in annual operating expense reconciliations and other accounting related projects.
• Perform other job duties as assigned.

Required Qualifications

1. Minimum 1 year experience managing people.
2. Excellent customer service skills.
3. Strong communication skills (written and verbal), including the ability to use tact and diplomacy in sensitive situations, while maintaining confidentiality.
4. Experience in properly setting priorities, managing time to meet deadlines and organizing tasks & projects.
5. Proficient use of basic office machines and computer software, including Word, Excel, and Outlook.
6. Valid Driver’s License and reliable transportation.
7. Ability to participate in on-call rotation schedule.

Preferred Qualifications

1. Experience with or ability to learn association management software program, such as AppFolio.
2. Strong Attention to detail.

Physical Requirements
The ability to sit, stand and walk is frequent. The ability to lift up to 30 lbs. is occasional.

Benefits:
401k with company match
Medical/Dental/Vision Insurance
Flexible Spending and Health Savings Accounts
Life Insurance
Paid Time Off
8 Paid Holidays
Long-Term Disability/Accident Insurance/Critical Illness Insurance

Bluestone Real Estate Services is an Equal Opportunity employer fully dedicated to achieving a diverse workforce. We are committed to a culture of inclusivity and respect. We encourage applications from members of historically underrepresented racial/ethnic groups, veterans, women, members of the LGBTQ+ community, individuals with disabilities and others who help us achieve our vision of a diverse and inclusive community.