Portfolio Manager- City

The Company

 

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a

 

difference, receive ongoing support and training, and build a rewarding, long-lasting career?

 

Then you may be a good fit for FirstService Residential, North America’s foremost property

 

management firm. We’re all about our associates, and as we continue to grow, we’re looking for

 

even more quality people who share our dedication to doing what’s right, improving residents’

 

quality of life, building great relationships and truly making a difference for their clients, their

 

colleagues and themselves. Is that you? If so, we think you should get to know us.

 

Job Responsibilities

 

The City Portfolio Manager is primarily responsible for managing a portfolio of city

 

clients, ensuring compliance of company policies and procedures in accordance with signed

 

management agreements. The City Portfolio Manager supports on-site property staff and

 

works directly with homeowners, clients, vendors and Board of Directors. In addition, the

 

City Portfolio Manager is responsible for to uphold all aspects of the management

 

agreement, association covenants, and all applicable laws, ordinances and regulations, and in

 

accordance with the Board of Directors.

 

Essential Duties & Responsibilities

 

• Client Retention – cultivate a relationship with Board members through regular systematic communication (in-person, e-mail, and telephone) to ensure individual client needs are exceeded and NPS results reflect Promoter status.
• Property Inspections – visit each assigned property each week, and on an as-needed basis, to conduct property visits; document property visit findings in written report delivered weekly to the Board of Directors.
• Emergency Services – provide emergency on-call response and carry a charged cell phone to enable emergency contact. When not available for emergency calls, make arrangements with a designated party to be available for emergency calls.
• Board Meetings – prepare detailed Board meeting packet following the FirstService Residential standard document template, including financial report analysis, competitive bids and bid analysis, open calls and work orders, architectural modification requests, and responses to all Board requested tasks. Board meeting packet to be submitted to Board members electronically, saved in Connect, and in writing no less than 48-hours before scheduled meeting. Attend all Board meetings for assigned portfolio-arrive on time, prepared to request Board action on open items in the Management report.
• Accounting – submit and approve invoices through Avid accounts payable system within allotted payment period verifying accuracy of account numbers.
• Supervision – supervise all property staff, including hiring, on-boarding, following disciplinary actions up to and including termination, responding to grievances, evaluating performance annually, and implementing professional development along with Human Resources.
• Delinquent Accounts - Review monthly arrears report and take action in accordance with established association collection policy.
• Budget - prepare and submit recommended annual operating and reserve budgets for Board review prior to end of fiscal year as outlined in the management agreement.
• Insurance – Maintain knowledge of current policies to protect the Association from risk. Investigate accidents and file proper documentation for insurance claims.
• Property Management – execute the actions and decisions of the Board, communicate professional and timely updates on the status of Board actions through to completion.
• Vendors – for all vendors engaged by the Association: coordinate work schedules, monitor compliance and work quality, and issue payments as outlined per the contract.
• Property Assets – maintain active knowledge of all existing property assets, including structure, equipment, systems, and aesthetic components to assess and make recommendations for improvement to maintain property value.

 

Additional Duties & Responsibilities

 

• Task List – maintain active FirstService Residential standard task list and include with monthly management report. Save in Connect monthly.
• Contract List – maintain active FirstService Residential standard contract list and include with monthly management report. Save in Connect monthly.
• Bids and Proposals –Obtain three competitive bids for each expiring contract, project, or service agreement and complete FirstService Residential standard bid comparison and include with monthly management report. Save in Connect monthly. As required by the management agreement, ensure copies of bids and bid comparison shall be maintained in the Association’s files for a period of three years from date of such bids.
• Calendar - Maintain Connect Community Calendar monthly for all assigned properties.
• Communications – respond to all phone calls, email, and open calls in Connect within one business day.
• FSR Connect– review and update Planned Unit Development (PUD) information and Info Center questions quarterly for assigned properties or as needed when changes are adopted to the governing documents that affect sales disclosure information. Process all work orders and violations in Connect.
• Code of Conduct – adhere to all established guidelines in FirstService Residential Employment Agreement, Code of Conduct & Ethics, Employee Handbook, and Email, Internet & Social Networking Policies.
• Professional Development - attend a minimum of two association/industry events annually and maintain membership with an industry partner organization (CAI, ACTHA, etc.).
• State of Illinois Licensing - attend continuing education courses and events as required for maintain CAM license and CMCA designation.

 

Supervisory Responsibility

 

• Oversight of all staff members and contractors employed by the Association.

 

Education & Experience

 

• Bachelor’s Degree from Accredited University or equivalent years of service
• Licensed Community Association Manager in State of Illinois
• Certified Manager of Community Association (CMCA) designation from Community Association Institute (CAI)
• Experience managing multiple properties for minimum two years
• Ability to work independently in a fast-paced environment with minimal direction
• Ability to work and be effective in a remote location

 

Knowledge, Skills & Proficiencies

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

 

• Interacts effectively with others through the use of active listening skills and clear, accurate verbal and written communication to build relationships with clients and colleagues; adapts personal style to effectively and diplomatically resolve conflicts.
• Persists in solving problems but seeks assistance timely when problem solving paradigms have not resulted in an optimal solution. Changes approach to adapt to changing circumstances.
• Understands how one’s role fits into the organization. Aligns actions to support the mission, vision, and goals of the organization. Supports organizational decisions and change initiatives. Identifies continuous improvement opportunities and suggests solutions. “Get things done” by establishing and managing a network of contacts within the organization.
• Assists others with achieving organizational goals and collaboratively shares information/resources.
• Creates a high performance, customer friendly environment through the use of teamwork and teamwork values.
• Responds immediately to emergency situations involving the safety of other employees and the facility, including property evacuations as directed by governing officials.

 

Tools & Equipment Used

 

• Computer (MS Office, FSR Connect, Jenark Accounting Software)
• Telephone/Cell Phone
• Copy/Scanner/Fax Machine

 

Physical Requirements / Working Environment

 

The physical demands described here are representative of those that must be met by an

 

associate to successfully perform the essential functions of this job.

 

• Able to speak clearly and make self-understood in public or group setting.
• Able to follow instructions and handle multiple, time-sensitive tasks on the job.
• Able to prioritize tasks and work independently to complete work duties.
• Able to lift up to 20 pounds and to use hands and arms for calculating, typing, grasping, pulling, etc., occasionally reaching at or above the shoulder height.
• Able to squat, kneel, stoop to floor level and walk.
• Able to perform tasks requiring eye-hand contact.
• Able to see objects closely, read instructions, disseminate colors, and recognize numerals.
• Able to distinguish smells to potential hazards.
• Able to work hours over and above normal office hours, including evenings and weekends; work schedule is subject to change based on business/client needs.
• Able to carry cell phone 24-hours per day, 7-days per week to respond to emergencies.

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the

 

Essential Functions.

 

Travel

 

• Local travel to assigned properties
• Local travel to FirstService Residential Illinois Corporate Office for required meetings