Temporary Portfolio Community Manager

The Company

Are you the missing piece? As North America’s leading property management company, we know the

value of fitting in with a local team, of being part of a well-oiled machine, but empowered to act when

needed. We are looking for energetic, adaptable people who understand that they are part of something

larger and want a long-lasting career creating human connections. Our associates are the reason for our

success, so we recruit quality people who will always do what’s right and build great relationships with the

residents of the communities we serve. At FirstService Residential, we live our values every day. If you

are passionate about helping people live better lives and are looking for an environment with room for

career growth, you’re in the right place!

Job Responsibilities

Provide strong leadership and management direction on behalf of Board of Directors and First Service

Residential. Key responsibility is to oversee the entire operation and consistently adhere to and execute

the mission and vision of the Board and community. Manager position has oversight of all aspects related

to the business and operations of the community. The purpose of this role is to create a single point of

contact in the community, enhance communication and create effective oversight of staff and operations.

Manager has the sole duty of the day-to-day operations, legal compliance and overall oversight of the

association and staff.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not

all duties assigned to every position are included, nor is it expected that all positions will be assigned

every duty.

• Regular attendance and punctuality
• Provide leadership and direction in the development of short-term and long-range plans. Develop
  
  
  

recommendations for goals and action plans to achieve Board objectives. Lead annual goal

setting.

• Review organization structure, job descriptions, and functions. Make recommendations to the
  
  
  

Board as to any potential changes.

• Partner with public, private and volunteer organization to provide community services when
  
  
  

necessary.

• Support the activities of the various Board sub-committees.
• Knowledge of all Community Governing documents. Provide recommendations on revisions.
• Continual process of seamless connection between the Board of Directors and committees.
• Provide community leadership and guidance to ensure that the needs or desires of the
  
  
  

homeowners are being addressed.

• In partnership with the Board, create, or cause to be created, and implement the annual working
  
  
  

budget, subject to approval by the Board of Directors.

• Monitor and report on the monthly financial position of the association.
• Provide leadership to each meeting involving the Board of Directors in terms of agenda support
  
  
  

and written and oral reports. Summarize the priorities of each meeting with appropriate follow up.

• Recruit, hire, train and supervise all community staff in accordance with the documented
  
  
  

management plan, if applicable.

• Work closely with local emergency organizations to maintain established emergency and
  
  
  

community evacuation plans as appropriate.

• As appropriate, confer with other departments, divisions and outside agencies, including
  
  
  

community groups and organizations. Identify, develop and implement programs to meet

community needs.

• Assess and monitor community needs: identify opportunities for improving service delivery
  
  
  

methods and procedures and developing new programs. Implement programs or improvements.

• Attend and participate in professional group meetings. Stay abreast of new trends and
  
  
  

innovations in fields of community management and community programming.

• On-site visibility throughout the common areas and facilities.
• Understanding of all agreements for corporate implementation.
• Ensure adherence to master calendar, maintenance calendar, association budgets and subsidy
  
  
  

program.

• Review corporation policies on an ongoing basis to ensure compliance with civil code, declaration
  
  
  

And Other Requirements Of Governing Institutions.

• Perform building inspections of interior and exterior of property and prepare action plan for
  
  
  

opportunities.

• Shall at all times ensure due diligence for the protection of client’s funds, property and assets
  
  
  

against all reasonably foreseeable contingencies or losses.

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical
  
  
  

conduct.

• Perform or assist with any operations as required to maintain workflow and to meet schedules.
  
  
  

Notify supervision of unusual equipment or operating problems and the need for additional

material and supplies.

• 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 the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Assure that the policies, resolutions and goals of the Board are carried out
• Have general knowledge and understanding of building systems and components
• Be available to be on-call to handle after-hours emergencies
• Provide input and assist the Board with the preparation of the Association’s annual budget
• Attend regular meetings of the Finance Committee, if any, to review the Association’s fiscal and
  
  
  

financial status

• Coordinate receipt and review of invoices for services and ensure timely payment of bills
• Assist Association and In House counsel on collection matters and monitor maintenance fee
  
  
  

accounts

• Verify checks when returned from Accounting. Ensure that all invoicing backup is attached to
  
  
  

check and duplicate payments are not received.

• Correct any errors prior to Board signature.
• Mail original invoices and 1 copy of package to Client Accounting.
• Prepare specifications needed for all services received by the Association (e.g., landscaping,
  
  
  

snow, trash, insurance, pool, etc.)

• Manage bid process, review bid spec proposals and comparison spreadsheets and make Board
  
  
  

recommendations as appropriate.

• Negotiate Association contracts for routine services, subject to the Board’s approval, and
  
  
  

Association counsel as needed.

• Manage vendor relations
• Log work requests in Connect and generate work orders for maintenance staff and/or contractors
• Complete and submit all required paperwork for closings, credits, charges, etc.
• Conduct regular property inspections to ensure compliance with Association Rules and
  
  
  

Regulations.

• Ensure maintenance of all files, records and correspondence in accordance with company
  
  
  

procedures and good business practices

• Attend all Board meetings
• Prepare Board meeting agenda, monthly management report and all other reports and material
  
  
  

needed for Board Packet; distribute one week in advance of meeting

• Prepare and maintain log of violations in Connect.
• Update resale/governing document books, when applicable
• Assist Board in transferring control from the developer to the owners, if applicable
• Coordinate activities of association professionals including attorneys, auditing firms and
  
  
  

engineering firms

• Act as liaison for designated committees
• Serve as liaison for committee, if appropriate
• Establish an annual calendar indicating all association activity, deadlines, election, meetings,
  
  
  

projects, etc.

• Review and be familiar with all policies of insurance to ensure adequate coverage
• Update homeowner directory and create new homeowner file.
• Update and maintain community information in Connect
• Utilize Connect’s Resident Alert feature in order to keep homeowners apprised of Association
  
  
  

activities and important updates, subject to Board authorization

• Provide customer service assistance to homeowners as needed.
• Assist with homeowners’ calls and inquires and respond accordingly or direct to the appropriate
  
  
  

party.

• Log all homeowner inquires in Connect Call Log
• Attend regular Membership meetings
• Assist with preparation of newsletter, where applicable
• Perform any range of special projects, tasks and other related duties as assigned.
  
  
  

Supervisory Responsibility

On-site staff where applicable.

Education & Experience

• Bachelor’s Degree in Business or related field from an accredited college or university, and three
  
  
  

years’ experience in Property Operations, Hospitality or Construction; or equivalent combination

of education and experience. Must have any state specific certifications and licenses or they are

preferable of not required by the state.

• A minimum of seven years of successful community management experience or equivalent
  
  
  

professional experience in a related field, with at least 4 of those years responsible for a staff with

a variety of expertise, background and job assignments.

• Management experience in a small or medium-sized organization including responsibility for more
  
  
  

than one functional department or division preferred.

• Understanding of physical building management, Condominium law, financial planning and law
  
  
  

affecting property management.

• Valid Driver’s License and State Mandated Vehicle Insurance
• Commitment to obtain CPM, PCAM, ARM or AMS designations or equivalent.
  
  
  

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.

• Is committed to continual learning as evidenced by attendance at industry programs and industry
  
  
  

and educational opportunities that enhance interpersonal skills.

• Display strong written skills and publish appropriate documentation as directed to create the
  
  
  

legacy for the corporation; particularly in the area of operations, and relationship management.

• Directly interact with the staff of the association/community and the designated Board of Directors
  
  
  

within the governance model for the purpose of advisement and ultimate implementation of Board

directives.

• Possess budgetary knowledge and control for the purpose(s) of executing programs within the
  
  
  

community as well as related activities that may be cost-shared for the benefit of the community.

• Display a community posture that positively represents the vision of the association/community.
• Effectively communicate so as to instill confidence in the homeowners that reside within the
  
  
  

community as well as the public that may interact through designated programs.

• Intermediate knowledge of Microsoft Applications, especially Word and Excel
• Must be goal minded and possess a self-starting drive to get the job done.
• Ability to listen to others, collaborate, and resolve conflict.
• Protect the confidential nature of the work as appropriate
• Executive decision-making capabilities.
• Demonstrates good client interaction and visibility.
• Demonstrates effective oral and written communication skills.
• Organizational and time management abilities with the ability to implement and monitor progress
  
  
  

for successful completion; working well under pressure and deadlines.

• Excellent problem solver; demonstrates ability to use creative alternatives.
• Has a working knowledge of legislation impacting property management.
• Works effectively with coworkers, clients, customers, and others by sharing ideas in a
  
  
  

constructive and positive manner; addresses problems and issues constructively to find mutually

acceptable and practical business solutions.

• Strong ethical practices.
  
  
  

Tools & Equipment Used

Computer and peripherals, standard and customized software applications and tools, and usual 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.

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and
  
  
  

moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must

also be able to climb several flights of stairs if necessary.

• Must be able to sit and stand for extended periods of time.
• Must be able to communicate both on the phone and in person with our clients in order to resolve
  
  
  

issues and manage the business.

• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around both the office in order to make copies, send mail and
  
  
  

faxes and to walk around the property. This could include lengthy walks on uneven areas.

• Talking and hearing occur continuously in the process of communicating with guests, supervisors,
  
  
  

and other associates.

• Capable of working extended hours, to include evenings, weekends and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and with proper
  
  
  

lighting, to an outdoors setting with variable climate and lighting.

• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with
  
  
  

good reasoning skills.

• Must be able to work on more than one assignment at a time with frequent interruptions, changes
  
  
  

and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under

such circumstances. For safety reasons, employee must remain alert to working conditions and

aware of safety, health, and environmental concerns.

• Must be able to work effectively and cheerfully in an environment which may be stressful due to
  
  
  

adversarial situations resulting from the proper performance of duties.

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.

Travel

Occasional travel to Regional offices for meetings may be required.

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.