Portfolio Manager - Houston, United States - Associa

    Associa
    Associa Houston, United States

    3 weeks ago

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    Description
    Job Description

    Job Summary

    The Portfolio Manager (PM) supports and manages multiple HOA's and their respective operations. The PM works directly with each HOA board of directors as managing agent, overseeing service and contract providers, addressing homeowner concerns and requests, compliance with governing documents, coordination and support with board and open HOA meetings, project oversight, community communications and financial management.

    The PM oversees building and ground cleanliness and ensures back of house, storage and utility rooms are clean, safe and secure. Additionally, the PM will cause the proper supply and cleanliness of all amenity areas.

    When appropriate, the PM will attend board meetings and support the HOA in accumulating material for presentation to the board and homeowners. If requested, the PM will take minutes of all board meetings in the absence of a Secretary from the board.

    Job Duties and Responsibilities

    Safety
    • Manage functionality of all Emergency and Fire Safety systems and procedures throughout the property. Ensure all emergency phone tree contacts within each Property Emergency Manual/Reference Guide are current with valid contact information.
    • Have all board members and any onsite employees fully trained on emergency responsiveness.
    • Monitor timely building infrastructure inspections with local code enforcement and the Fire Marshall.
    Board Meetings
    • Attends board meetings as requested, taking meeting minutes if needed. Provides update to the boards on projects assigned to the PM.
    • Assists the HOA President in preparation for the annual meeting and open board election process incorporating:
    • Notice of meeting/election per Governing Docs
    • Call for candidates
    • Distribution of proxy ballots
    • Coordination of candidate bios and introductions
    • Preparation of annual meeting slide deck, in cooperation with each board officer
    • Promote casting of ballots and meeting attendance in advance, seeking to meet quorum
    • Pre-meeting proxy ballot count
    • Coordinate meeting process
    • In-meeting final ballot count
    Financial Management
    • Process and properly code all invoices from vendors and service provides via StrongRoom
    • Verify and process all employee time cards per pay period, as applicable
    • Oversee timely and accurate ADP payroll processing each pay period
    • Review of monthly financial reports, and provide explanations when relevant
    • Preparation of a draft annual operating budget for board's review and approval, according to the Governing Docs
    • Assist Somerset with coordination of state and federal tax filings
    • Provide capital project expenditure tracking and G/L coding
    Facility Management
    • Monitor work order process for open items, with follow through to completion
    • Monitor TownSquare communications
    • Meet and direct contractors and service providers on site as needed
    • Review, learn and monitor the annual Reserve Study process, budget and execution
    • Walk all amenities, grounds and BOH areas on a regular basis, making corrections and recommendations
    Administration Operations
    • Responsible for maintaining a consistent level of cleanliness throughout the property.
    • Ensures onsite employees are in uniform, name tag with appropriate hygiene and grooming.
    • Provides training and resources for employees to conduct their duties with reasonable ease.
    • Assists HOA board with bid solicitations on projects and service agreements as assigned.
    Communications
    • Provides weekly BOD update
    • Assists HOA board on monthly communication to all homeowners
    • Manages communication channels (TownSquare BuildingLink) to ensure follow up and protocol is followed
    • Train homeowners on TownSquare and BuildingLink)
    • Provide responsive communication and results to any homeowner requests
    Requirements

    Knowledge and Skills
    • Responsiveness to board and homeowners
    • Professional verbal and written communication skills
    • Confidentiality and discretion in the performance of all duties and responsibilities.
    • Entry level knowledge of Accounting, Financial statements and Managerial reports.
    • Proficiency with Microsoft Office Suite of product (WORD, Excel, Outlook, etc.)
    • Detail orientation with a sense of urgency
    Education and Experience
    • Bachelor's Degree preferred.
    • 1-3 years of department level management experience at property level.
    • Prior supervisory experience
    Working Conditions
    • Typical office environment
    • On-site tours of existing buildings
    • Construction sites
    • Light travel will be required
    • Ability to attend evening HOA board meetings
    Company Description

    With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit .