Property Manager

Description

Job Overview

As a High-Rise Community Association Manager, you will plead the daily operations of a community of 450 homes on behalf of the Board of Directors and FirstService Residential. Serve as the community's primary point of contact, keep residents and the Board informed, coordinate vendors and community staff, and turn Board priorities into completed work. The role combines organization, responsive communication, hands-on property oversight and consistent follow-through.

Responsibilities

Board support and project management

• Develop short- and long-range plans, annual goals and action plans with the Board. Drive Board-directed projects through completion. Maintain a shared project and action tracker with deadlines, next steps and blockers; provide weekly progress updates, promptly flag delays and work to overcome blockers.
• Prepare Board meeting agendas, written and oral management reports, and meeting minutes. Record decisions, summarize priorities and follow through on assigned actions.
• Know and apply the community's governing documents and applicable requirements. Recommend policy or document revisions as needed, and maintain the master and maintenance calendars.
• Identify opportunities to improve community services and operations. Coordinate with public agencies, private organizations and grant providers as needed, and prepare and submit grant applications for community projects as directed by the Board.

Resident communication and inspections

• Promptly respond to resident and Board emails and calls. Track open requests, communicate progress and follow through until each issue is resolved.
• Walk the community weekly to identify and record violations and maintenance concerns. Document violations with photos and the applicable rule references, issue notices with correction deadlines, reinspect and follow through until resolved. Coordinate repeat violations and hearings with the Board.
• Inspect common areas, amenities and building interiors and exteriors, and prepare action plans for needed work. Complete a monthly inspection after dusk to check lighting and follow up on outages or other issues.
• Maintain regular onsite visibility throughout the community and its facilities. Respond to amenity emergency calls and coordinate the appropriate response. Work with local organizations on public safety events and communications as needed.

Vendors, finances and daily operations

• Oversee landscaping, snow removal, pool, cleaning and other vendors. Inspect completed work, document deficiencies, obtain corrections and verify invoices against contracted work before recommending payment.
• Prepare and implement the annual operating budget with the Board, subject to Board approval. Monitor spending and report on the association's monthly financial position.
• Understand and administer association agreements, schedules and service requirements. Protect the association's funds, property and assets through careful oversight and follow-through.
• Maintain reliable attendance and punctuality. Participate in training and professional development, stay informed about community management practices and recommend improvements to service delivery.
• Schedule: Onsite office coverage five days per week. Evening meetings and additional evening and weekend support may be required, including responses to amenity emergencies.

Skills and Qualifications

• Strong organizational skills, attention to detail and the ability to manage multiple assignments, priorities and interruptions.
• Clear written and verbal communication, sound judgment and a professional approach to residents, Board members, staff and vendors, including in difficult situations.
• Demonstrated ability to coordinate vendors, track requests and projects, meet deadlines and follow through to completion.
• HOA or community association management experience is preferred. Relevant experience demonstrating organization, communication, vendor coordination and follow-through will be considered. FirstService Residential will provide training and supervision.
• Working knowledge of property maintenance, budgeting, financial reporting and community governing documents, or the ability to learn these responsibilities with training.
• CPM, PCAM, ARM, AMS or similar professional designations are preferred.
• Valid driver's license and state-required vehicle insurance.

Your Responsibilities:

• 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 organizations 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 the 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.
• Regular attendance and punctuality

Skills & Qualifications:

• 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 to 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.

Physical Requirements / Working Environment :

• 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

What We Offer :

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others . In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions .

Compensation:

$85 , 000 - $90 , 000 / annually

Disclaimer Statement :

The above information in 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 .