Portfolio Property Manager

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

Job Summary

The Portfolio Property Manager (PPM) is responsible for overseeing multiple residential properties, ensuring their smooth operation, and maintaining high standards of service for homeowners and tenants. This role collaborates closely with onsite teams, boards of directors, and regional management to deliver exceptional property management services. The PPM will focus on daily operations, employee management, financial oversight, and facility maintenance, fostering a positive environment while ensuring compliance with governing documents and local regulations.

Essential Job Duties And Responsibilities

• Safety & Compliance:
• Manage emergency and fire safety systems, ensuring functionality and compliance with local regulations.
• Maintain updated contact information in the Property Emergency Manual.
• Train all employees on emergency responsiveness procedures.
• Coordinate timely building infrastructure inspections with local code enforcement and the Fire Marshal.
• Employee Management:
• Provide support and guidance to onsite teams to maintain smooth operations.
• Foster a collaborative and positive workplace environment with open communication.
• Lead onboarding, training, and development for new and existing employees.
• Address employee issues promptly, collaborating with HR and regional management as needed.
• Supervise and review employee performance through daily checklists, coaching, and discipline as necessary.
• Board Relations:
• Attend board meetings, provide project updates, and take meeting minutes when required.
• Assist in preparing for annual meetings and board elections, including:
• Drafting meeting notices and proxy ballots.
• Coordinating candidate bios and election logistics.
• Supporting pre-meeting and in-meeting voting processes.
• Support board committees and follow up on action items as assigned.
• Financial Management:
• Process and code vendor invoices through StrongRoom.
• Oversee employee timecards and ensure accurate payroll processing via ADP.
• Collaborate with the Directing Manager (GM) on monthly financial reviews and draft annual budgets.
• Track capital project expenditures and ensure proper General Ledger (G/L) coding.
• Facility Operations:
• Monitor and manage work orders to ensure timely resolution.
• Supervise BuildingLink communications and follow up on resident concerns.
• Conduct daily walkthroughs of amenities, grounds, and back-of-house (BOH) areas, addressing maintenance issues and ensuring cleanliness.
• Oversee the Reserve Study process, budgeting, and project execution.
• Meet and direct contractors and service providers as needed.
• Administrative Support:
• Maintain a consistent standard of cleanliness across properties.
• Ensure employees adhere to uniform and grooming policies.
• Establish and document performance accountability for all departments.
• Assist the GM with bid solicitations for projects and service agreements.
• Communication:
• Generate weekly updates for boards of directors.
• Support monthly communication efforts to homeowners, ensuring clarity and transparency.
• Assist the concierge team in resolving homeowner and tenant concerns effectively.
  
  

Qualifications

• Bachelor’s degree (preferred).
• Minimum of 3-5 years of property management experience, with portfolio/ Luxury property management.
• Strong leadership and interpersonal skills to manage diverse teams.
• Knowledge of financial management, including budgeting and payroll.
• Proficient in property management software (e.g., BuildingLink, ADP, StrongRoom).
• Exceptional communication, organizational, and problem-solving skills.
• Familiarity with local building codes, safety regulations, and reserve study processes.
  
  

Requirements

Working Conditions

• Standard office environment.
• Occasional onsite tours of buildings and construction sites.
• Light travel as needed.
• Ability to attend evening HOA board meetings.
• Adherence to ongoing Covid-19 protocols, as required.
• May require occasional evening or weekend work to attend board meetings or address urgent issues.
• Ability to travel between properties within the assigned portfolio.
  
  

This position is key to ensuring the successful management of multiple properties while fostering positive relationships with residents, staff, and stakeholders.

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.