Job Overview:As a Portfolio Manager, you willprovidestrong leadership and management direction on behalf ofBoardof Directors and FirstService Residential. This position will oversee the entire operation and consistently adhere to and execute the mission and vision of the Boards and communities.Thisposition has oversight of all aspects related to the business and operations of the communities.The purpose of this role is to create a single point of contact in the communities, enhance communication and create effective oversight of staff and operations.The PortfolioManager has the sole duty of the day-to-day operations, legal compliance and overall oversight of the associations and staff.Your Responsibilities:
Provideleadership and direction in the development of short-term and long-range plans. Develop recommendations for goals and action plans to achieve Boardobjectives. Lead annual goal setting.
Review organization structure, job descriptions, and functions. Make recommendations to the Board as to any potential changes.
Partner with public,privateand volunteerorganizationtoprovidecommunity services when necessary.
Support the activities of the various Board sub-committees.
Knowledge of all Community Governing documents.Providerecommendations on revisions.
Continual process of seamless connection between the Board of Directors and committees.
Providecommunity 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 withappropriate followup.
Recruit, hire, train and supervise all community staffin accordance withthe documented management plan, if applicable.
Work closely with local emergency organizations tomaintainestablished emergency and community evacuation plans asappropriate.
Asappropriate, confer with other departments,divisionsand outside agencies, including community groups and organizations.Identify,developand implement programs to meet community needs.
Assess and monitor community needs:identifyopportunities for improving service delivery methods and procedures and developingnew programs. Implement programs or improvements.
Attend andparticipatein professional group meetings. Stay abreast ofnew trendsand innovations infieldsof community management and community programming.
On-site visibility throughout thecommon areasand 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,declarationand 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
Additional 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 orassistwith any operations asrequiredtomaintainworkflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need foradditionalmaterial and supplies.
Mayparticipatein any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolveproblemsandmaintainspecified level of knowledgepertaining tonew 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.
Assure that the policies,resolutionsand goals of the Board are carried out
Have general knowledge and understanding of building systems and components
Be available to be on-call to handle after-hours emergencies
Provide input andassistthe Board with the preparation of the Association’s annual budget
Attend regular meetings of the Finance Committee, if any, to review the Association’s fiscal and financial status
Coordinate receipt and review of invoices for services and ensuretimelypayment of bills
Assist Association and In House counsel on collection matters and monitor maintenance fee accounts
Verify checks when returned fromAccounting. Ensure that all invoicing backup is attached to check and duplicate payments are not received.
Correct any errors prior to Board signature.
Mail original invoices and 1 copy of package to Client Accounting.
Prepare specifications needed for all services received by the Association (e.g., landscaping, snow, trash, insurance, pool, etc.)
Manage bid process, review bid spec proposals and comparison spreadsheets and make Board recommendations asappropriate.
Negotiate Association contracts for routine services, subject to the Board’s approval, andAssociation counsel as needed.
Manage vendor relations
Log work requests in Connect and generate work orders for maintenance staff and/or contractors
Complete andsubmitall required paperwork for closings, credits, charges, etc.
Conduct regular property inspections to ensure compliance with Association Rules andRegulations.
Ensure maintenance of all files,recordsand correspondencein accordance withcompany procedures and good business practices
Attend all Board meetings
Prepare Board meeting agenda, monthly management report and all other reports and material needed for Board Packet; distribute one week in advance of meeting
Prepare andmaintainlog of violations in Connect.
Update resale/governing document books, when applicable
Assist Board in transferring control from the developer to the owners, if applicable
Coordinate activities of association professionals including attorneys, auditing firms and engineering firms
Act as liaison for designated committees
Serve as liaison for committee, if appropriate
Establish an annual calendarindicatingall associationactivity, deadlines,election, meetings, projects, etc.
Review and be familiar with all policies of insurance to ensure adequate coverage
Update homeowner directory and create new homeowner file.
Update andmaintaincommunity information in Connect
UtilizeConnect’sResident Alert featurein order tokeep homeowners apprised of Association activities and important updates, subject to Board authorization
Providecustomer serviceassistanceto homeowners as needed.
Assistwith homeowners’ calls andinquiresand respond accordingly ordirectto theappropriate party.
Log all homeowner inquires in Connect Call Log
Attend regular Membership meetings
Assistwith preparation of newsletter, where applicable
Perform any range of special projects, tasks and other related duties as assigned.
Skills & Qualifications:
Bachelor’s Degree in Businessor 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 preferableofnot 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 ofexpertise,backgroundand 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.
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, paidholidaysand a 401k with company match. Occasional travel may berequiredto attend training and other company functions.Compensation:$60,000 - $70,000 /annuallyDisclaimer Statement :The above informationonthis description has been designed toindicatethe general nature and level of work performedby employees within this classification. It is not designed tocontainor be interpreted as a comprehensiveinventory of all duties, responsibilities, and qualificationsrequired ofemployees assigned to this job. This is not anall-inclusivejob description; therefore, management has the right to assign or reassign schedules,dutiesandresponsibilities to this job at any time.
