Community Association Manager (Portfolio)

Description

Job Overview:

As a Community Association Manager, you’ll be responsible for the leading of our entire on-site operation. They effectively manage working relationships with all departments across the property in order to ensure that company objectives are met. Our Community Association Managers partner with Regional Directors and their respective Board of Directors to implement projects, overcome challenges, and provide quality service to our customers. ​​​

Your Responsibilities:

• Provide management and leadership to assigned properties and book of business. Collaborate with Regional Director to develop goals and communicate established goals. Ensure the goals and needs of the properties, company and its customers are consistently met.
• Manage the functions of a team within portfolio properties while maintaining standards of excellence for processes, methods and personnel. Manage the process improvement and quality control of the properties and ensure quality resident service is delivered. Assign schedules and review the work of portfolio staff in accordance with contracted portfolio hours. Ensure deadlines are met in a timely manner and prioritize and delegate workload as necessary on multiple levels. Align resources to work assignments and processes to meet business requirements and contract requirements. Provide leadership and direction and assist in the investigation and resolution of internal and external problems and concerns.
• Partner with Regional Director, Board of Directors and internal departments to develop and lead the introduction and integration of new programs, services and initiatives. Act as liaison to ensure quality service is delivered, that Board expectations are met and to assist in prompt response and resolution to questions/problems.
• Establish and maintain a positive relationship with homeowners, Board of Directors and internal departments to ensure a high level of resident service and achievement of company and property goals and objectives.
• Maintain knowledge and understanding of the contracts between the associations and FirstService Residential. Ensure all contractual obligations are being met based on book of business.
• Initiate contact with new resident representatives to coordinate the move-in process. Conduct an introduction and orientation to the management staff and building, reviews available services, and explain the communities’ rules and regulations. Performs inspections of all common grounds no less than once per week, taking note of any deficiencies followed by the preparation of action plans for the entire book of business.
• Process architectural control applications and close them out in a timely manner.
• Oversee all construction projects and ensure property maintenance/improvement and other related projects are completed on time and within budget. Maintain open communication and provide timely action updates to the Board and residents.

Create, maintain, and upload a wide variety of information in FSRConnect including but not limited to work orders, signed meeting minutes and Monthly Management Report for the entire book of business. Fulfill disciplinary measures. Manage the Performance Evaluation process of assigned unit and provide leadership, counseling and coaching to associates. Maintain harmonious associate/employer relations.

• Oversee training and cross training programs and ensure all direct and indirect associates are aware of and comply with company, government and customer regulations, policies, work procedures, instructions and deadlines. Participate in training programs and webinars as required.
• Observe safety standards and participates in the Company’s efforts to provide a safe work environment.
• Conduct periodic safety meetings and ensure staff is trained and educated on safety procedures. Adhere to and maintain established Hurricane procedures.
• Address Worker Compensation incidents according to company policy.
• Maintain calendar of meetings and events and initiate and /or attend a wide range of internal and external meetings. Prepare and conduct a wide range of presentations as needed.
• Provide financial support with a wide range of functions. Review financial statements and report variances; submit invoices to CAS in a timely manner and review invoices/checks for accuracy before presenting to the BODs.
• Recommend and manage the multiple budgets for the functional area of responsibility based on book of business. Monitor expenses, initiate cost reduction programs and negotiate prices with vendors. Ensure property expenses are maintained within budget.
• Monitor vendor contracts regularly, and submit renewal/cancellation notices, manage contract renewals professionally and advise Regional Director of any upcoming insurance renewals or lapse in coverage.
• Prepare bid comparison analysis and prepare and uses the Request for Proposal for bid solicitation.
• Maintain awareness of changes in rules, statutes or regulations and communicate changes to staff. Direct training of staff when new procedures are required to comply with changes.
• Update Association communications and ensure current information is displayed on the association boards and website. Prepare association newsletter and/or other communication with owners and residents as required.
• Participate in the development of Standard Operating Procedures and maintain existing procedures.
• Review processes and ensure they are in compliance with current statute. Manage the communication and compliance of SOPs within teams, managers and internal and external customers.
• Prepare, maintain and submit a wide range of reports, contract lists, presentations, documents and manuals as required.
• Maintain accurate records, files and communications pertinent to the Association and maintain up to date equipment maintenance logs and emergency shut off procedures book.
• Manage payroll to ensure time is allocated correctly based on book of business and well has contracted hours.
• Attends multiple day and evening meetings monthly

Skills & Qualifications:

• Knowledge and ability to apply State Statutes and Community’s documents.
• Knowledge of assets, cash balance, and availability of funds for projects and cash flow management for capital improvements
• Excellent organization, motivation, leadership, management and interpersonal skills. Critical thinking, complex problem solving, judgment and decision-making ability.
• Ability to apply a comprehensive knowledge of particular field of specialization to the completion of difficult assignments.
• Excellent customer service skills
• Strong verbal and written communication skills. Ability to communicate and provide guidance to all associate levels.
• Strong presentation skills
• Ability to read, analyze and interpret technical procedures, leases and/or regulations
• Must have a strong work ethic and be detail-oriented with excellent organizational and multitasking skills. Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word,
• Excel, Power Point and Outlook. Proficiency researching the Internet. Previous experience with financial
• and accounting programs preferred.
• Ability to work with sensitive or confidential information.
• Demonstrated experience managing large, complex accounts or projects. Ability to meet deadlines and work well under pressure.
• Ability to work well in a team environment as well as independently. Must be self-driven with the ability to identify, plan and prioritize business opportunities.
• Knowledge of mechanical operations of a building and equipment preferred. Ability to respond to emergency situations within established timeframe Ability to adjust to changing circumstances

Physical Requirements:

This position works under usual office conditions. The associate is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit, walk and occasionally climb. The incumbent must be on call at all times and able to work extended and flexible hours and weekends as needed. Physical demands include ability to lift up to 50 lbs. The incumbent must be able to detect auditory and/or visual emergency alarms.

What We Offer:

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $85,000-$95,000 annually; paid bi-weekly

Schedule: Monday-Friday (8:00AM-5:00PM); on-call afterhours and weekends

Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel View email address on click.appcast.io.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at View email address on click.appcast.io; we will respond in accordance with Local Law 144, within 30 days.