What are the responsibilities and job description for the Community Association Manager (On-Site/Co-Op) position at Resource Property Management?
Job Description
Job Description
POSITION IS 30 HOURS / WEEK, WOULD CONSIDER 20-25 HOURS / WEEK.
Position Summary / Objective – Provides prompt and efficient community association management of the Association. All aspects of community association management shall be performed in compliance with Florida Statutes and governing documents. The manager shall perform duties as specified in the management agreement between Resource Property Management and the Association and including, but not limited to, the essential duties and responsibilities listed here. _______________________________________________________________________________
Minimum qualifications
Education : High school diploma (HS) or general education degree (GED).
Experience : 2 years’ community association management experience. Co-op exp. preferred.
Licenses : State of Florida CAM license. Valid Florida driver’s license and auto insurance.
Core Values
Adherence to the core values of Resource Property Management : Honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value all clients and strive to always provide professional and efficient management services.
Essential Duties and Responsibilities :
Assist the board to engage licensed and insured contractors and service providers.
Monitor contractor & service provider performance.
Provide excellent customer service and handle complaints courteously, timely and efficiently.
Return all calls and emails within 24 hours in accordance with the management contract.
Prepare or review all Association correspondence including meeting notices and owner correspondence. All membership mailings, including but not limited to, Budget Notices and Annual Membership Meeting Notices must be approved in advance by immediate supervisor.
Prepare a board meeting packet for regular board meetings. Package to include written manager’s report, financial report, delinquency update, correspondence, bids, etc. Ensure the package is distributed to your board a minimum of three days prior to the meeting.
Attend all board and membership meetings as stipulated in the RPM contract. If the manager is unable to attend, the manager is responsible for finding coverage for the meeting or rescheduling the meeting with board AND management approval.
Utilize Vantaca daily to respond to and create Action Items as needed.
Maintain up-to-date Association records & information in Vantaca and Homewise.
Monitor expenses and approve invoices for payment in Vantaca timely for each check run.
Review monthly financial statements for accuracy and budgetary requirements. Ensure timely distribution to the board.
Perform property inspections as specified within the management contract.
Ensure that violation letters are processed and follow up is timely.
Prepare the initial draft of the annual budget based on the specified timeline. All budgets must be approved by immediate supervisor prior to distribution to the Board.
Maintain all Association insurance policies to be in full force and effect in concert with the board and the association’s insurance agent.
Notify board president and, when necessary, all board members of potential issues & concerns.
Supervise Direct Reports : Supervise performance and periodic duties of the on-site staff consisting of maintenance personnel and administrative assistant.
Maintain up to date Job Description(s) for all staff members.
Approve staff’s timecards / timesheets on a timely basis every pay period.
Evaluate the performance of Direct Reports with HR guidance and approval.
Notify HR of attendance, performance, or other issues immediately. Assist HR with disciplinary counseling, when necessary.
On call 24 / 7 for the community unless other arrangements have been made. In the event of a catastrophic event, immediately notify RPM executive or owner!
Immediately report any issues of concern relating to client discontent relative to the management of the association to executive or RPM owner.
Competencies
Strong written and verbal communication skills
Business acumen
Customer / Client focus
Decision making skills
Results driven management
Conflict resolution
Analytical Thinking for problem solving
Working conditions and Physical requirements
Must be able to work under pressure, meet deadlines, while providing exemplary customer service.
Ability to perform the essential job functions safely and successfully with RPM’s internal procedures and policies as well as all related employee handbooks and training / safety manuals.
Maintain regular, punctual attendance consistent with RPM policies & practices.
Must have oral and written comprehension and expression along with speech clarity and recognition.
Ability to effectively use computers, telephones, and computer systems.
Operating standard office equipment
Lift and carry up to 25 pounds
Operate a motor vehicle in a safe manner
On-site property mobility – must be able to do regular property inspections that may require walking the grounds and may encounter rain, hail, wind, dust, fumes, water, potholes, uneven ground surfaces, trip hazards and other weather / environmental conditions outside the control of Resource Property Management and the Association while outdoors. Normal office conditions while indoors.
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