Residential Community Manager

Firstservice Residential   •  

Phoenix, AZ

Industry: Real Estate & Construction

  •  

Less than 5 years

Posted 42 days ago

Job Responsibilities

The Residential Community Manager is responsible for overseeing all aspects of community governance including Board of Directors matters; manage facility, maintenance and landscape operations; manage community standards along with the entire Residential Design Review Process, annexation of common area from builder/developer; and work with the management team, Board, contractors, and community stakeholders on day-to-day operations.

The Residential Community Manager provides broad based support to the management team that is assigned in the daily operation of Association business. Some of the position responsibilities consists of processing member requests, performing accounting/financial assignments, assisting the Executive Director with the annual budget, reserve study, annual audit, insurance, risk management and legal collections process. Must also provide management support to the board, committee and team members in the performance of their duties. This position reports directly to the Executive Director.

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.

  • Manage board of director functions including: scheduling; meeting notifications; prepare month board meeting agenda and meeting packages; board presentations; preparation of resolutions; and related administrative functions.
  • Attend all Board of Directors and annual meetings and, as necessary, after hours community related functions, events, activities and social events involving the board and/or association.
  • Provide a high level of service to all internal and external customers on a consistent basis and following company policy and procedures, including all recordkeeping, FS Connect updates, data input and mailing duties as required
  • Coordinate all applicable responsibilities and duties associated with the Residential Community Manager position involving the design review architectural process relative to submittals received from homeowners and/or builder/developer to ensure timely review in conjunction with the Design Review Committee Members, contracted architect, landscape architect and Executive Director Must update/maintain architectural logs in FSR Connect (copy on the server database) and pertinent information in accordance with the association's architectural/design guidelines
  • Perform review of each architectural/design submittal to determine if it meets with the association's guidelines
  • Prepare and communicate in writing all architectural/design review decision rendered by the committee to the homeowners and/or their representatives
  • Assist in entering and maintaining work orders for maintenance requests from homeowners. Assist in follow up on the status of work orders to ensure timely resolution and close each week
  • Prepare, proofread and process association mailings, as drafted by and per instructions from management team
  • Review and prepare all fee waiver requests for the board approval/denial consideration.
  • Assist in the preparation and coordination of management reports for delivery to the board, per departmental and company procedures
  • Attend board meetings and other association meetings (committee, task force, etc.) as needed.
  • Assist in the preparation and coordination of all annual membership meetings and other meetings (e.g., sub-associations and member meetings) scheduled at the DRCA office
  • Manage and coordinate community scheduling and facility use of the association office in accordance to the community facility use policy and agreement
  • Assist in the preparation and coordination of all board and committee meetings, including recording and preparing all meeting minutes
  • Ensure that copies of all correspondence, management reports, annual meeting minutes, newsletters and other pertinent documentation are distributed according to departmental and company procedures
  • Use FSR Connect daily per department protocol and ensure the following activities and/or documents are entered and uploaded into FSR Connect:
  • Update board member lists (copy on the server database)
  • Update community calendar and notes log
  • Schedule mass communication per community manager directive
  • Upload all correspondence, management reports, regular and annual meeting minutes, newsletters, return mail, homeowner calls, community alerts and other documentation
  • Provide and direct all telephone calls and emails to the management team (as applicable)
  • Meet with inquiring homeowners as needed
  • Possess a sense of urgency in handling day-to-day operations, completion of tasks, and addressing other expectations established for the position
  • Ability to work with external and internal groups, including the larger community, internal departments and other organization affiliated with the position responsibilities
  • Provide a high level of service to all internal and external customers on a consistent basis
  • Responsible for assisting the management team in the planning, execution and participation at community and public events and representing the association at community events/activities/functions, as required
  • Responsible for all word processing, proofreading, recordkeeping, data input and mailing duties
  • Proactively seek to increase knowledge of community operations in order to better serve the community residents and others with whom this position has contact
  • Stay current with all applicable Standard Operating Procedures (SOP's) and operating system applications

  • Respond in a professional and timely manner to all email, voicemail and faxed messages/requests frequently during the day and within 24 hours from receipt at the latest
  • Prepare, proof and process all applicable Association mailings, communications, etc. pertinent to the position responsibilities
  • Assist in preparation of management reports for delivery to board of directors per departmental procedure, includes providing detailed monthly events and communications report
  • Perform all associated responsibilities and duties related to the community magazine and website to ensure information is accurate, current and promote the high standards established by the community.
  • Operate automated mailing equipment, fax machines, copiers and other standard office equipment
  • Attend all meetings as required for training, development and education of company directives and to understand the role of the Residential Community Manager
  • Demonstrate a team environment and build company spirit with support teams and community onsite staff
  • Perform all special projects and coordinate all other duties as assigned by the Executive Director
  • Perform regular site inspections of the community to ensure standards and compliance are being met to the high expectations of the residents and in accordance with all governing documents
  • Attend periodically sub-association meetings to interface, communicate and work collaborative for the betterment of the community.

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
  • Perform any range of special projects, tasks and other related duties as assigned

Supervisory Responsibility

  • The Residential Community Manager is responsible for the direct or indirect supervision of the
  • Standards and Compliance Coordinator duties.

Education & Experience

  • Minimum of 3-5 years of experience within residential property/community management, hospitality, event management, services or other related service-based fields
  • Real estate or community/property management experience is a plus
  • Administrative or customer service background. Proficiency in Microsoft Office, Adobe Acrobat and other software products. Ability to operate telephone systems. Operate automated mailing equipment, fax machines, copiers and other standard office equipment. Self-motivated and able to work with minimum supervision. Accepts direction and supervision. Strong working knowledge of customer service principles and practices. Effective written and verbal communication skills. Strong customer service, communication, accounting/financial and interpersonal skills required.

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