Portfolio Manager

Odevo and Capitol Companies are leaders in property and community management, combining global expertise with local market knowledge to deliver exceptional service. Together, we manage a diverse portfolio of properties and communities, leveraging innovative technology, operational excellence, and a people-first approach to create thriving, well-managed environments. Odevo operates on a global scale, bringing innovative technology and transformative solutions to modernize and streamline property management processes. Capitol Companies offers unmatched expertise and personalized service in managing homeowner associations and commercial properties n the U.S. Virginia market. Capitol Companies manages a diverse portfolio of communities, delivering tailored solutions that enhance property value and elevate the living experience. By combining global resources, local expertise, and a people-first approach, we are committed to creating thriving communities and fostering long-term success for our clients and residents alike. About The Role GENERAL DUTIES AND RESPONSIBILITIES Duties include, but are not limited to, effectively managing the properties in the portfolio according to CPM Standard Operating Procedure and Policy as well as each Association's Bylaws, Declarations and Policy & Procedures. Minimizing delinquency and expense, all while providing quality service and creating value for the association and its owners. Specific Duties And Responsibilities The specific duties, assignments, and responsibilities of the Portfolio Manager include, but are not limited to: Public Relations To guide and assist the Board of Directors in operating the property and the Association. Works directly with the Board President to provide recommendations and assistance as needed. Prepares owners notices, replies to owner correspondences, provides insurance company information and recommendations. Represents CPM to owners, government, contractors, suppliers, etc. Property Maintenance Negotiates contracts and updates contract analysis for associations. Performs weekly inspections of buildings and grounds. Performs monthly inspection of preventative maintenance logs and ensures compliance with schedule. Ensures quality control of employee workmanship, contractors, and competitive pricing. Provides Association with options regarding energy management and capital expenditures. Administration - Financial Reporting & Budget Administration Complete Responsibility For All Management Services At The Property. Prepare Written Monthly Management Reports For The Board Of Directors, To Be Discussed During Scheduled Board Meetings. The Report Includes, But Is Not Limited To The Following Information Site inspections reports, progress of subcontractors and/or employee repair and maintenance work, emerging problems with grounds and building recommendations for future action, upcoming contracts, covenant violations, closed cases, insurance status reports, parking and towing violation log, and actions involving security and vandalism. Prepare annual draft budget for the board's review and approval. Inspect and maintain all common elements. Act as the liaison for the Board of Directors. Ensure that all rules and regulations that govern the Association are enforced. Obtain competitive bidding for all contracts based on written specifications, with the final decision made by the Board of Directors based on the property manager's recommendations. Oversee contractor activities to include: receiving certificates of insurance, copies of bonds, manufacturer's warranties, release of liens, reviewing and enforcing the quality of workmanship and warranties. Process incident/accident reports, insurance claims, handle potential litigation requests, and follow through with the direction of the Board of Directors. Maintain a calendar of contracts, expiration dates, and key dates in the competitive bidding process for all contracts. Maintain all common elements in good working order. Ensure and provide for all standard operating procedures for all maintenance activities, develop and maintain preventive maintenance and inventory program for mechanical, plumbing and electrical equipment, common element heating and cooling systems and commonly used spare parts for repairs. Perform all other duties and responsibilities as assigned. Provide qualified personnel to conduct annual and as needed inspections of the common elements and submit a quarterly inspection report to the Board with the property manager's recommendations. Develop description of procedures for contract inspections and performance monitoring. Capital Improvements & Physical Recommend and report to the Board improvements needed on the property. Inform Board of Directors of property physical needs. Prepare and implement annual budget along with working capital reserve projects. Authorize purchases and approve invoices for payment, and ensure re-lease of lien is signed before providing final payment. Who you are Trusted association partner: Builds strong relationships with Boards, homeowners, vendors, and community stakeholders while providing clear guidance, responsive communication, and practical recommendations. Operationally disciplined property leader: Oversees property maintenance, inspections, preventive-maintenance programs, contracts, and vendor performance to protect assets, ensure quality, and maintain compliance. Financially accountable portfolio manager: Manages budgets, delinquencies, expenses, bids, capital projects, reporting, invoices, and reserves with a focus on controlling costs and creating long-term value for each association. Experience CMCA license required Proven experience managing a portfolio of HOA, condominium, multifamily, or residential communities, including single-family, townhome, and high-rise associations. Strong knowledge of association governing documents, including bylaws, declarations, rules, policies, and operating procedures. Experience partnering directly with Boards of Directors, including preparing meeting materials, presenting monthly management reports, and providing operational and financial recommendations. Demonstrated ability to manage association budgets, financial reporting, delinquencies, expenses, reserve projects, invoice approvals, and annual budget preparation. Knowledge of capital improvements, energy-management options, insurance claims, incident reporting, and maintenance planning. #J-18808-Ljbffr