Property Manager

Gates Hudson Community Management, at the Board’s direction, effectively manages the property. The Managing Agent will assume all responsibilities associated with accomplishing property objectives as set forth by the Association’s Board of Directors and GHCM’s Management Agreement. The COMMUNITY MANAGER-2 conducts all business in accordance with the Association’s governing documents and GHCM’s established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to housing.

• Meet all reporting deadlines and maintain an activity calendar to ensure that tasks are completed.
• Maintain all office files and records in accordance with GHCM’s policy and standard business practice.
• Review mail, outside correspondence and inter-company correspondence.
• Provide clerical assistance such as typing, filing, writing of reports, answering telephones, closing out daily reports, etc.
• Board Meeting Attendance as required per Management Agreement.
• Draft the occasional request for proposals from contractors on an as needed basis.
• Submit weekly reports and an updated task list to the Board of Directors.
• Perform any additional duties assigned.

• Ensure routine expenditures are consistent with the Association’s owner approved budget.
• Control purchases and utilize the approved vendor lists.
• Work to forecast large expenditures and facilitate communication among GHCM and the Association to ensure proper asset management.
• Process property invoices in accordance with established GHCM’s policy and submit invoices with purchase orders and required reports weekly.
• Maintain records for all transactions conducted on-site.

• Maintain a positive customer service attitude.
• Promote goodwill among owners, residents, coworkers, and contractors/vendors.
• Apply policy in a fair, uniform manner to ensure consistent policy enforcement for all residents.
• Implement the Association’s and GHCM’s policies and procedures regarding Rules and Regulations.
• Ensure that all Owner/Resident requests and issues are handled in a timely manner and on a priority basis per policy (emergencies first; thereafter, first-come, first-served basis).
• Assist with repair order/service request follow-up, e.g., monitoring tickets awaiting parts, ensuring satisfactory completion of repairs.
• Where in-unit resident services are to be bundled and coordinated to save money or for efficiency, service schedules, procedures and costs will be communicated to participating residents and contractors in a timely manner.

• Supervision of onsite staff as applicable and ensures all deadlines are met.
• Hires, trains, and retains professional on-site staff (as necessary) to assist the Association in consultation with the portfolio manager.
• Prepare the office work schedule for the maintenance staff, front desk staff and other staff as applicable.
• Prepare and maintain payroll records and documentation.
• Develop skills, customer service attitudes, training materials and procedural policies with other contract and/or Association staff.

• Perform regular building and ground inspections and provide written reports; prepare and dispatch repair orders as necessary; ensure consistent, positive curb appeal.
• Supervise contractors to ensure compliance with contract specifications.
• Inspect and test safety and/or access control equipment, including adding contact information and deleting lost or stolen devices.
• Develop a long term plan to manage facilities and equipment, utilizing a maintenance calendar, 5 year budget and/or approved reserve study.

• Provide timely, essential feedback in emergencies and follow-up via written Incident or Accident Reports.
• Promote safety and security measures in property maintenance to reduce owner liability and increase Owner/Resident/Employee protection.
• Maintain an on-call contact system so that emergencies are dealt with promptly and professionally.

• Must have a strong background in customer service.
• Must have excellent written and verbal communications skills.
• Required to have the Certified Manager of Community Associations (CMCA) designation from the Community Association Institute (CAI).
• 3-5 years’ experience in Association management or a similar field.
• A college degree is preferred. A High School Diploma is required.
• A driver’s license may be required.
• Maintain full working knowledge of all GHCM operating policies and procedures
• Intermediate or advanced knowledge of Microsoft Office products, specifically Outlook, Word and Excel.
• Maintain full working knowledge of the 3rd party software used by GHCM to include: Vantaca, Strongroom Payables Lockbox, and community website/web portal hosts.
• General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.