Community Association Manager/Portfolio

Summary/Objective:

All aspects of community association management shall be performed as specified and in compliance with Florida Statute. Manager shall perform duties as specified in the management agreement between Resource Property Management and the Association, including but not limited to the following. Any manager who does not perform their duties as specified within the management agreement or as specified below is subject disciplinary action up to and including termination of employment. Manager shall demonstrate a positive, professional and client-oriented attitude about the company with coworkers, owners, clients and the general public whether contact is by email, mail, telephone or in person.

Essential Functions:

• Adhere 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 provide professional and efficient management services at all times. We also value all employees; we function as a “team”; corporate, management, administrative and accounting
• Manager will reasonably assist the board to engage third party contractors to provide services i.e. grounds maintenance, pool services, etc. Managers are not permitted to sign any contracts, Notices of Commencement, proposals or any other official documents for the association. Monitor contractor performance and recommend changes based upon experience and industry standards. Act as purchasing agent for all supplies.
• Handle customer service and complaints courteously, timely and efficiently. Return phone calls and emails each day within 24 hours, whether in or out of the office, in accordance with the terms of the management contract.
• Prepare and/or review all Association related correspondence including board meeting packages, all meeting notices and owner correspondence. All membership mailings including but not limited to Budget Notices and Annual Membership Meeting Notices must be approved by immediate supervisor prior to mailing.
• Attend all meetings of the Board and membership as per the RPM contract. In the event the manager is unable to attend a board or membership meeting, the manager is responsible to have coverage for the meeting and/or reschedule the meeting with board approval. In either case, the manager is to notify their supervisor and obtain approval for the change.
• Monitor all expenses and approve all invoices for processing in accordance with the check run schedule. Invoices must be scanned and emailed to the appropriate A/P team member no later than 9:00 am the first day of each check run.
• Review monthly financial statements for accuracy and budgetary requirements. Ensure appropriate and timely distribution to the Board.
• Perform property inspections as specified within the management contract and upload the report into Vantaca, Property Information section, with Board only access.
• Prepare the initial draft of the annual budget based on the specified timeline. For example, by September 15th of every year for all clients with a regular fiscal year. All budgets must be approved by immediate supervisor prior to distribution to any Board/Committee member.
• Maintain all Association related insurances to be in full force and effect. Obtain financing options if required.
• Ensure Contractors compliance regarding proper permits, licenses, insurance (including worker’s compensation), release of lien, etc.
• Comply with New Vendor protocol
• Perform on-call duties based on a rotating schedule for portfolio managers. (On-site managers provide 24/7 on-call service for their communities). Record all emergency calls and required action through OneSource so the association’s manager will be timely notified. In the event of a catastrophic event such as Fire, immediately notify a company owner or executive.
• Prepare a “board meeting package” for each board meeting to include: a written manager’s report, agenda, unapproved minutes, financial report, delinquency update, correspondence, bids, etc. This package must be delivered or emailed to your board a minimum of three days prior to the Board meeting.
• Maintain up to date Association information in Vantaca; including After-Hours instructions as well as board member and vendor names/contact information.
• Prepare and maintain a comprehensive Contract summary report for each property.
• Prepare or receive from association’s insurance agent, a comprehensive Insurance Summary for each property.
• Utilize the RPM Outlook calendar to track appointments and meetings; share access with your assistant and immediate supervisor.
• Managers receiving a monthly cell phone allowance must utilize their personal cell phones to monitor RPM email as well as business-related phone calls.
• Managers must also download and sign into RPM’s CoreNexa phone app. during regular business hours and while “on-call” after hours.
• When on-call, return and respond to emergency calls after regular business hours – 24/7. Missed calls must be returned immediately
• Immediately report any issues of concern relating to client discontent relative to the management of the association to executive supervisor.
  
  

Competencies:

• Communication Proficiency
• Business Acumen
• Customer/Client Focus
• Decision Making Skills
• Financial Management
• Results Driven Management
  
  

Supervisory Responsibilities:

• Supervise on-site personnel for performance and efficiency. Create job descriptions and review performance annually with board input.
  
  

Work Environment:

This position operates primarily in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. A significant portion of the week is also spent on property doing site inspections in and outdoors as well as attending board or membership meetings as per the RPM contract.

Position Type/Expected Hours of Work:

This is a full-time position. Required days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m., however, your hours may fluctuate as business and seasonal needs require. After hours meetings as necessary for board and special membership meetings as per RPM contract.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is regularly required to talk or hear. The employee is frequently required to drive a car; stand; walk and climb steps to inspect properties; reach with hands and arms; and type reports and other correspondence.

Travel:

Travel between client location(s) and the RPM corporate office(s) as necessary.

Education &/or Other Requirements (must be maintained at all times):

High School Diploma

Provide Human Resources with proof of current:

Community Association Manager’s license required by the State of Florida’s DBPR

Valid Driver’s License

Auto insurance with maximum coverage limits as specified during the new manager orientation

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