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 DocsCall for candidatesDistribution of proxy ballotsCoordination of candidate bios and introductionsPreparation of annual meeting slide deck, in cooperation with each board officerPromote casting of ballots and meeting attendance in advance, seeking to meet quorumPre-meeting proxy ballot countCoordinate meeting processIn-meeting final ballot countFinancial Management
Process and properly code all invoices from vendors and service provides via StrongRoomVerify and process all employee time cards per pay period, as applicableOversee timely and accurate ADP payroll processing each pay periodReview of monthly financial reports, and provide explanations when relevantPreparation of a draft annual operating budget for board's review and approval, according to the Governing DocsAssist Somerset with coordination of state and federal tax filingsProvide capital project expenditure tracking and G / L codingFacility Management
Monitor work order process for open items, with follow through to completionMonitor TownSquare communicationsMeet and direct contractors and service providers on site as neededReview, learn and monitor the annual Reserve Study process, budget and executionWalk all amenities, grounds and BOH areas on a regular basis, making corrections and recommendationsAdministration 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 updateAssists HOA board on monthly communication to all homeownersManages communication channels (TownSquare BuildingLink) to ensure follow up and protocol is followedTrain homeowners on TownSquare and BuildingLink)Provide responsive communication and results to any homeowner requestsRequirements
Knowledge and Skills
Responsiveness to board and homeownersProfessional verbal and written communication skillsConfidentiality 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 urgencyEducation and Experience
Bachelor's Degree preferred.1-3 years of department level management experience at property level.Prior supervisory experienceWorking Conditions
Typical office environmentOn-site tours of existing buildingsConstruction sitesLight travel will be requiredAbility to attend evening HOA board meetingLI-KK2
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 .
