Portfolio Community Association Manager - Deland, FL

The Portfolio Community Association Manager is responsible for providing the overall supervision of the Community Associations, including, but not limited to, property inspections & overall physical property maintenance, vendor & contract management, budgeting & invoice processin ...

Job description

The Portfolio Community Association Manager is responsible for providing the overall supervision of the Community Associations, including, but not limited to, property inspections & overall physical property maintenance, vendor & contract management, budgeting & invoice processing, interacts with internal and external customers including homeowners, vendors, board members and committee members.

Performs all duties in accordance with Access Management's policies, processes, and procedures and within the realm of the management philosophy.

Essential Duties & Responsibilities:

• Supervise the operation and administration of a portfolio of community associations in accordance with management agreement and the Association's policies and procedures.
• Acts as or oversee the primary liaison with the Association Board of Directors and homeowners as needed.
• Perform/Direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.
• Ensure community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, operating budget, etc.
• Review monthly financial reports and ensure management summary is submitted to the association Board of Directors.
• Conduct CC&R Inspections, generate violation notices and enforcement process.
• Provide and/or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures as required to maintain the desired community appearance and operation.
• Monitor delinquency rates and collections process.
• Attend Board meetings per the management agreement and community events as needed.
• Prepare Board packages according to established time frames.
• Ensure Board of Directors are aware of legal actions involving the Association.
• Maintain unit and contract files relating to the operations of the Association.
• Assist Board of Directors/ARB with architectural review process and/or routine inspections, as necessary.
• Responsible for maintenance of records data base, including updating resident information.
• Responsible for routine and special project vendor management including procurement as well as performance evaluation as contracted.
• Coordinate and/or oversee inspection of building facilities and/or common area and arrange appropriate follow up actions as required.
• Oversee the AP process in accordance with home office processes and procedures.
• Draft Annual Budget in coordination with association controller and Board of Directors.
• Other duties as assigned.

Additional Duties and Responsibilities

• Practice and adhere to Access Management's Service Standards.
• Conduct business at all times with the highest standards of personal, professional, and ethical standards.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing duties.
• Follow all policies and Standard Operating Procedures as instructed by management.
• Perform any range of special projects, tasks and other related duties as assigned.

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Excellent people skills.
• Strong knowledge of Microsoft Applications, Vantaca software experience preferred.
• Excellent written and verbal communication.
• Ability to make sound business decisions and work effectively with little or no supervision.
• Strong Time Management.
• Strong Problem Solving and Conflict Management skills.
• Ability to successfully work with a wide range of personnel including vendors, personnel, office staff and all levels of management.

Tools & Equipment

Company issued laptop, mobile phone & vehicle reimbursement allowance, printer, office equipment.

Physical Requirements/Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for long periods of time and be able to freely move about the office and properties.
• Must be able and willing to work a variety of hours in order to meet the requirements of the position, including evenings, weekends, and holidays.

This is a full-time position. There will be occasions when it is necessary to work various evenings, weekends, and holidays.

Consistent and regular attendance is required however the position is flexible and manager can work remotely part of the time.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Disclaimer

The above information on 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.

Education & Experience

Current Florida Community Association Manager License Required