On-site Community Association Manager - Chicago, United States - Community Specialists

Community Specialists
Community Specialists
Verified Company
Chicago, United States

3 weeks ago

Mark Lane

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Mark Lane

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Description
Onsite Property Manager, High-Rise Condominium Association


DESCRIPTION
This position is for an onsite Property Manager of a condominium association. This role is responsible for the day to day management of a high-rise condominium association. Emphasis on professional, accurate and courteous communication with the Homeowners and Residents. Additional responsibilities include fiscal administration, project management, office and maintenance staff supervision.

The Property Manager is expected to perform, in good faith, administrative duties of the Association and to promote the Association as a First Class Residential Community.

Built in the early 80s, this Gold Coast Association has nearly 40 floors, but only 80 units.

With it's excellent location and amenities, the level of customer service provided by the manager must be up to par.

The manager will be supported by a cadre of excellent building employees and a knowledgeable Board. Near term projects are mínimal due to the preventative maintenance plan that is in place.


These upcoming projects include:
AHUs, various capital repairs, and miscellaneous painting.

The Association has a one person office, 24hr doorman, Chief Engineer, maintenance team, and valet parking.

  • Illinois Community Association Manager (CAM) License is Required_

QUALIFICATIONS

COMMUNICATION


The Property Manager must respond to resident requests and correspondence, schedule and coordinate resident repair requests, respond to general correspondence on behalf of the Board, and act as liaison between Board and Managing Agent.


FISCAL ADMINISTRATION
Responsibilities of the Management Staff

  • Process assessments receipts and monitor delinquencies
  • Preparation and enter onetime charges for owner billings
  • Approve all purchases and invoices
  • Prepare association invoices for payment processing
  • Gather bids and monitor building suppliers
  • Prepare annual budget shell for Treasurer and Finance Committee
  • Review reserve study and prepare recommendations for major projects
  • Administer staff payroll and reports and approve all payroll entries and increases
  • Administer capital reserve investments and review monthly financial statements
  • Coordinate annual audit
  • Enforcement of delinquency policies
  • Interact with Association attorney on collection procedures
  • Enforcement of Association Rules and Regulations

OFFICE ADMINISTRATION
Maintain association files, building records and plans in the onsite management office


CONTRACT ADMINISTRATION

  • Maintain and administer building contracts
  • Prepare competitive bids for approval by Board and submit contract renewals
  • Board for approval
  • Maintain certificates of insurance and vendor agreements, as required
  • Supervise and approve contract work
  • Manage and organize major renovation/repair projects with architects, engineers & staff

STAFF SUPERVISION

  • Supervise all members of the staff; janitorial, door, and garage
  • Review preventive maintenance schedules with Chief Engineer
  • Supervise schedules for vacations and relief staff, interview, hire replacement staff
  • Coordinate staff supervision with Chief Engineer, liaison with unions and staff members
  • Perform regular weekly building inspections
  • Perform annual staff written performance reviews

CONDOMINIUM ADMINISTRATION

  • Prepare board agenda with Board President
  • Coordinate unit owner mailings as required by Board, declaration or state law
  • Maintain certificates of insurance and other requirements of the property
  • Prepare documents and coordinate annual meeting of unit owners
  • Liaison with Association attorney as required
  • Prepare weekly management reports and distribute to Board
  • Provide Board with regular updates on projects
  • Inform Board of general activities of the property
  • Prepare weekly management report

EMERGENCY RESPONSE/SAFETY/SECURITY

  • Available to respond to building emergencies 24 hours a day
  • Maintain emergency response system for staff and residents
  • Maintain or prepare emergency lists for outside agencies, i.e., Fire Department
  • Monitor fire safety and evacuation regulations established by the city or state

BUILDING OPERATION

  • Maintain all required city or state inspections and compliance
  • Perform a comprehensive annual inspection of the property
  • Perform regular weekly building inspections
reports

  • Perform daily building inspections & follow up on required work
  • Submit monthly reports to the Board
  • Coordinate required work with Chief Engineer
  • Obtain regular status reports on all required work from Chief Engineer
  • Coordinate preventative maintenance with Chief Engineer
  • Review unit owner construction
  • Coordinate construction approval with Chief Engineer & Board of Directors
  • Obtain certificates of insurance
  • Monitor final sign off by Chief Engineer
  • Maintain and review inventory of all Association tools and equipment

PROJECT MANAGEMENT

  • Monitor all ongoing construction projects
  • Provide Board
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