On-Site Portfolio Property Manager

Position Purpose/ Summary

This position will assist the General Manager (GM) and the Assistant General Manager (AGM) in overseeing the operations of assigned condominium properties along with administration of major and minor duties as assigned. Job may include assisting in projects for other departments as needed including Front Desk & Facilities Maintenance. This position will also be responsible for periodic inspection and appropriate follow-up for any residences.

Essential Duties and responsibilities

• Management of day-to-day Community Association operations for communities in assigned portfolio.
• The on-site portfolio manager is responsible for managing a portfolio of Homeowners Associations.
• Must be familiar with the governance of Community Associations. Manager will assist each board with governance and operations of the Association. Schedule, organize, and attend all regular, special and emergency board meetings. Organize Annual and scheduled Board meeting packets. Verbal and written communication with the association membership to include but not limited to phone, email, e-blast, websites, and all mailings to the membership. Ensure operational compliance with CC&Rs, Bylaws, and rules and regulations as well as monitor member compliance for the same. Track and manage action item lists for each assigned association.
• Complete inspections of common areas for assigned properties on a periodic basis. Complete appropriate follow-up. At times these inspections may be completed in cooperation with other staff. Upkeep, coordinate repairs, coordinate projects and respond to inquires as appropriate.
• Coordinate all common area property maintenance
• Coordinate and manage all activities pertaining to finances of each Association
• Prepare annual budgets
• Analyze financial reports, reserve studies, operating and reserve budgets
• Assist as needed to maintain homeowner association websites for assigned associations. Includes but not limited to organization of content in resource center, consistent document titles in resource center, timely posting of appropriate documents to resource center.
• Special operating projects & reserve projects. Process to include timely communication with board members while developing the scope of work, bid specification sheet, minimum 3 bids from qualified contractors, bid summary sheet, work in coordination with other staff to create a recommendation, assemble and communicate this information in an organized and concise manner for Board review and approval, follow up with all vendors including bid negotiations on the selected bid, project oversight and payment.
• Attend regularly scheduled managerial meetings and carry out any additional duties and special projects as needed.
• Admin duties including but not limiting filing and mailings
• Must have a sense of humor and thick skin (if you are in this industry you already knew that)
• Strong customer service background and excellent interpersonal and communication skills.
• Familiar with vendor management and construction and maintenance issues.
• Ability to keep organized, multitask, problem solve and meet deadlines.
• Demonstrate organizational skills and ability to work independently and prioritize daily workload.
• Ability to address problems and issues constructively to find mutually acceptable and practical business solutions and maintain professionalism
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications, establishing professional networks, and participating in CAI.
• Have the ability to work from the main office on a full-time basis as an onsite manager, managing a portfolio of properties as assigned.
• Must be able to assist as a back up for front office for opening and or closing, packages, phones and or other duties as requested.

Other Duties and Responsibilities

• Other duties as assigned.

Knowledge/Skills

and Experience

Education and/or Experience

High School diploma or equivalent required. Association or resort operations management experience preferred. Professional appearance and conduct required. Must be well organized and be able to prioritize a large number of tasks. Candidate must be able to work irregular hours when necessary, including some weekends and nights.

Language Skills

Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence emails. Ability to read, analyze, and interpret common scientific and technical journals, and legal documents. Ability to effectively listen and comprehend employee requests and concerns.

Ability to respond to complaints from customers in a professional manner. Ability to write effective communication to convey needs of members to management and operations.

Ability to effectively present information to top level clients and colleagues.

Equipment Utilized

Computer/printer, copiers, fax machines, phone, and other common office equipment

Computer Operations

Proficient in Microsoft Office, Excel, Outlook, Power Point, Website, Internet Knowledge

Mathematical and Reasoning Skills

Must be proficient in basic math/algebraic calculations. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to define problems, collect data, establish facts, and draw valid conclusions

Certificates, Licenses, Registrations

Preferred candidate will have CAM license and CAI credentials or must be capable of obtaining property management certification within 1 year of employment

Scope of Authority

Financial Authority

Responsible for revenue goals and expenses guidelines annual budget and forecast.