Portfolio Manager

Job Description

Job Description

Description:

Position Overview

The PORTFOLIO MANAGER effectively manages the properties in the portfolio in accordance with each Association’s governing documents, KCM’s established policies and procedures, all Federal, State, and County Fair Housing Laws, the American with Disabilities Act, and all other laws pertaining to housing. Minimize delinquency and expense, all while providing quality service and creating value for each Association and its owners.

Essential Duties and Responsibilities

• Administration – Financial Reporting & Budget Administration
• Complete responsibility for all management services at the property.
• Maintain records for all aspects of the operation of each Association.
• 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 an annual draft budget for the Board’s review and approval.
• Inspect and maintain all common elements to include physical plant that generates energy to all units/homes.
• 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.

Capital Improvements & Physical

• Recommend and report to the Board improvements needed on the property.
• Inform the Vice President of Operations, Senior VP of Finance & Accounting and the Board of Directors of property physical needs.
• Prepare and implement an annual budget along with working capital reserve projects.
• Authorize purchases and approve invoices for payment and ensure release of lien is signed before providing final payment.

Personnel

• Informs the Vice President, President, Senior VP of Finance & Accounting and Board of Directors of personnel needs.
• Oversee all responsibilities of the Corporate Administrative Assistant.
• Supervision of onsite staff as applicable and ensures all deadlines are met.
• Hires, trains, and retains professional on-site staff (as necessary) to assist the Association.
• Assist the Vice President, President, and Senior VP of Finance & Accounting as directed.

Property Maintenance

• Negotiate contracts and update the contract analysis for associations.
• Perform weekly inspections of buildings and grounds.
• Perform monthly inspection of preventative maintenance logs and ensures compliance with schedule.
• Ensure quality control of employee workmanship, contractors, and competitive pricing.
• Provide the Association with options regarding energy management and capital expenditures.
• 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 and insurance claims, handle potential litigation requests, and follow through with the direction of the Board of Directors.
• Attendance at Board Meetings per Management Contract Requirements.
• 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.
• 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 inspectors’ recommendations.
• Develop a description of procedures for contract inspections and performance monitoring.

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 KCM to owners, government, contractors, suppliers, etc.
• Markets for new business.
• Perform all other duties and responsibilities as assigned.

Knowledge and Skills

• Must have a strong background in customer service
• Must have excellent written and verbal communications skills.
• Effectively communicate, instruct, and motivate KCM employees in all phases of association management policies and procedures.
• A college degree is preferred. A High School Diploma is required.
• The Certified Manager of Community Associations (CMCA) designation from the Community Association Institute (CAI) is preferred.
• A driver’s license may be required.
• Maintain full working knowledge of all KCM operating policies and procedures.
• Maintain full working knowledge of Microsoft Office products, specifically Outlook, Word and Excel.
• Maintain full working knowledge of the 3rd party software used by KCM to include: Vantaca, Strongroom Payables Lockbox and community website/web portal hosts.
• General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.

Physical Demands and Work Environment

Physical Demands

• Ability to walk property and go up and down flights of stairs depending on the property structure.
• Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word).
• Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.
• Ability to see well enough to use the computer effectively and read written communications.
• Ability to lift, push, pull or carry up to 25 pounds for the dissemination of documents, supplies, materials, etc. to various locations throughout the office/facility.
• Ability to complete general office duties.

Work Environment

• A professional office environment.
• Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Outdoor environment when inspecting properties.
• 50% Remote