Community Manager Asst.

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Community Manager is responsible for the day-to-day administration of the community, facilities, and financial management activities of the community. In performing this function, the Manager will advise the Board and implement its decisions; administer the services, programs, and operations of the Condominium assigned within the policies and guidelines established by the board and the governing documents; and fulfill the terms of the management agreement.

The Manager is the first line of contact between the Board, the Residents, and the Management Company. The Manager will consult routinely and openly with the Board and will seek input and advice from his/her supervisor in the performance of his/her duties.

Responsibilities

Outlined below are some of the job responsibilities of the Manager. This list is not meant to be all-inclusive and the job description is subject to change at any time.

Community/Administrative Management

• Train, mentor, and supervise all personnel in accordance with policies and procedures.
• Participate in the hiring and termination of employees in accordance with policies, procedures, and the employee handbook.
• Prepare and process all site-related paperwork, including, but not limited to, inspection reports, management reports, invoice processing, timesheets, absence requests, etc.
• Interact with community owners and respond to problems, concerns, and inquiries. Ensure that all calls are acted upon and that follow-up and actions are taken are properly recorded and reported.
• Attend all monthly board meetings as per contract.
• Prepare Notice of Meeting, Agenda, and monthly Manager's Report for inclusion in monthly information package for board meetings.
• Prepare Notice of Meeting, Agenda, Proxies, Ballots, Sign-in sheets, and associated handouts for the Annual Meeting of Unit Owners.
• Administer all procedures relating to the enforcement of rules and regulations and violation correspondences.
• Prepare all correspondence to unit owners.
• Follow up on delinquencies per Board and Management Company direction.
• Adhere to all property policies and procedures and maintain all information in the company's management systems, as directed.
• Create a calendar of events in order to keep track of important contract and insurance renewal dates.
• Work harmoniously with the established Subcommittees to accomplish the goals of the community.
• Keep up to date on local affairs and attend meetings as needed.
  
  

Facilities Management

• Patrol the grounds and common areas for cleanliness and needed repairs. Ensure that proper maintenance standards and by-laws, as well as rules and regulations, are met.
• Conduct periodic Community inspections of the physical plant, noting deficiencies and overseeing any deed restriction/rules and regulations enforcement. Take necessary action within budget and/or authority granted by the Board.
• Schedule, oversee, review and assess Reserve Study.
• Receive maintenance requests from residents and create, authorize, update and complete maintenance work orders in SenEarthCo.
• Place orders, when authorized, for all maintenance and cleaning supplies, materials, and equipment.
• Prepare bid specifications and RFP's and contract administration.
• Prepare contracts for signing by the Board.
• Supervise all employees and contractors to ensure maximum efficiency and compliance with specifications.
• Coordinate landscaping needs with landscape vendor/consultant and follow up to see that projects are complete.
• In winter, the manager will be responsible for supervising the snow removal process, having cars moved to allow proper cleaning. The manager will ascertain that walks and sidewalks are free of snow and ice, patrol parking areas, and salt as needed to keep the property in a safe condition.
• In spring, summer, and fall, the manager will be responsible for supervising the landscaping process to ensure proper maintenance and operations of mowing, pruning shrubs and trees, planting and caring for flowerbeds, mulching, weeding, irrigation system and in general keeping the grounds attractive, including installing and maintaining seasonal decorations.
• Create an annual calendar of events for preventive maintenance matters.
• Manage the physical property by implementing a proactive approach versus a reactive approach.
  
  

Financial Management

• Prepare operating budget(s). Interact with home office staff (Team Leader and Accounting staff) and Board(s) to ensure proper analysis and recommendations as to the final annual budget.
• Approve all purchase of supplies and equipment as allowed in the budget.
• Approve expenditures in accordance with the budget.
• Review monthly financials. Make recommendations to Board as to anticipated shortfalls and/or excess funding by budget line item. Assist in monthly projections and forecasts.
• Create a monthly variance report to be included along with the monthly financial statement in the monthly board meeting package.
  
  

Insurance Management

• Create a disaster preparedness plan in the event of emergencies.
• Perform property inspections while keeping the safety of its residents and limitation of liability risks in mind.
  
  

Administer the insurance renewal process.

• Administer the insurance claim process including but not limited to notifying the insurance agent, meeting with the adjuster for inspections, communicating the claim process to the unit owners, negotiate and communicate estimate of damages to those unit owners involved. Process disbursement of funds.
  
  

Other

• All other tasks as may be directed by management.
  
  

Requirements

• The following skills and behaviors are required of this position:
• * A can-do attitude with a sincere commitment to the position
• Solid arithmetical skills needed to draft complicated budgets and properly code, approve and allocate expenditures according to proper entities
• A focus and appreciation for client satisfaction
• Strong leadership skills and an ability to promote community harmony and satisfaction
• Superb communication skills, both oral and written
• A thorough understanding of condominium management operations with an emphasis on contract and vendor management
• Ability to think analytically; ability to read and interpret condominium documents, contracts, proposals
• Ability to read and interpret financial statements (P&L, Balance Sheet, General Ledger) with a critical eye
• Excellent computer skills with Web-based applications and Microsoft Office
• Ability and desire to learn
• Must be able to pass a drug test
  
  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.