On-Site Community Association Manager

Onsite Community Association Manager, Mid-Rise Condominium Association

Property Overview

Located in Prospect Heights, this palatial Association has both acreage and the amenities to match. The 2 person onsite management office oversees the 3 person maintenance team, guardhouse personnel, and the seasonal pool staff. This 350 unit Association is comprised of two buildings linked together by a skybridge that holds the management office and hospitality room. An indoor/outdoor pool, saunas, laundry room, tennis courts, basketball court, pond, and children's play area rounds out the list of amenities.

The Board is seeking a savvy Community Association Manager who understands how to manage a large format Association and maneuver in stride with the Board.

Bilingual English/Polish is a plus.

Candidates should have a minimum of 3 years experience as an onsite manager of a condominium association.

Illinois CAM license required. Knowledge of BuildingLink/Paylocity/CINC/Homewise Docs is a plus.

DESCRIPTION / OVERVIEW

As an onsite Property Manager of a condominium association, your role would involve various responsibilities related to the day-to-day management of a high-rise condominium association. Here's an overview of the key aspects of the position:

• Communication: You would be expected to maintain professional, accurate, and courteous communication with homeowners and residents. This includes responding to inquiries, addressing concerns or complaints, and keeping all stakeholders informed about relevant matters affecting the community.
• Fiscal Administration: You would be responsible for managing the financial aspects of the association. This includes budgeting, collecting homeowner dues or fees, paying bills and vendors, preparing financial reports, and working closely with the association's accountant or financial advisor.
• Project Management: As the Property Manager, you would oversee and coordinate various projects within the condominium association. This might involve renovation or maintenance projects, coordinating with contractors or vendors, obtaining necessary permits or approvals, and ensuring projects are completed on time and within budget.
• Office and Maintenance Staff Supervision: You would be responsible for supervising the office and maintenance staff, if applicable. This includes hiring, training, and managing staff members, delegating tasks, monitoring their performance, and ensuring a high level of service and professionalism.
• Administrative Duties: You would be expected to perform administrative duties on behalf of the association. This may include maintaining association records, preparing meeting agendas and minutes, organizing board meetings and annual meetings, and ensuring compliance with relevant laws, regulations, and governing documents.
• Promoting the Association: As the Property Manager, you would play a crucial role in promoting the condominium association as a first-class residential community. This involves maintaining the appearance and cleanliness of common areas, implementing and enforcing community rules and regulations, organizing community events or activities, and fostering a sense of community among homeowners and residents.

Overall, the Property Manager position requires strong organizational, communication, and leadership skills. You should be detail-oriented, customer-focused, and capable of managing multiple tasks simultaneously. By fulfilling these responsibilities, you contribute to the smooth operation and positive image of the condominium association.

Illinois Community Association Manager (CAM) License is Required

QUALIFICATIONS

Candidates should have a minimum of 3 years experience as an onsite manager of a condominium association. Candidates must demonstrate computer literacy, be proficient in Microsoft Office and have knowledge of accounting, budget preparation, reserve funding, HR, and payroll systems. Prior experience overseeing union personnel is highly valued.

Candidate must be a licensed Illinois Community Association Manager for consideration

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 one-time 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 with regular updates on status of project
• Attend construction meetings
• Act as liaison between Board, architect, engineer & contractor
• Monitor progress payments, including waivers of lien
• Maintain project file, plans, contracts and change orders
• Insure compliance with city codes

Job Type: Full-time

Pay: $85,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program

Schedule:

• Monday to Friday
• On call

Application Question(s):

• What is your favorite capital project you have overseen? Please describe the scope of work and overall budget.
• Other than a CAM license, what other industry certifications do you currently have?

Education:

• High school or equivalent (Required)

Experience:

• Condominium Management: 3 years (Preferred)

License/Certification:

• Illinois Condominium Association Manager License (Required)

Ability to Relocate:

• Prospect Heights, IL 60070: Relocate before starting work (Required)

Work Location: In person

Salary : $85,000 - $95,000