Job Overview:
The Community Association Manager handles all aspects of managing associations in portfolio including contract management, communications with boards of directors and members of the associations, preparation for and follow-through from board meetings, financial statement review, creating budget and capital plan, collaboration with co-workers on various issues, and if applicable, management of on-site employeesThe Community Association Manager’s hours are typically Monday through Friday 9:00 a.m.-5:00 p.m. plus attendance at the monthly Board of Director’s meeting.
Your 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.
- Accountability for servicing customers with a focus on the values of FirstService Residential: Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
- Must maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor.
Communications
- Foster a welcoming and friendly environment for shareholders, guests, staff, and vendors.
- The Community Association Manager is the central on-site contact for addressing homeowner questions and concerns and will answer all incoming calls and emails in a timely basis.
- Develop communications and disseminate information to all Association members about matters of importance in their community
- Write and transmit individual owner correspondence regarding violations of policies or other matters affecting an individual unit owner and copy Board members on such letters
- Communicate with the Association’s Board of Directors in a timely manner about significant issues that require Board knowledge or action
- Respond to all emails and phone calls within 24 hours
Personnel Management
- Responsible for all on-site personnel employed by FirstService Residential at a client Association except for desk attendants who are a shared responsibility with the Desk Attendant Supervisor
- Collaborate with senior staff manager to create and maintain job descriptions using standard template and participate in the hiring of qualifiedemployees
- Train or oversee the training of on-siteemployees
- Coordinate classes with Senior Staff Manager for certifications required for successful performance of staff’sduties
- Review employee performance annually with on-site supervisors and make salary adjustments with input from as appropriate, Budget asnecessary
- Document any substandard employee performance issues promptly and bring to attention of Human Resources; seek counsel from Human Resources asneeded
- Oversee immediate reporting of all workplace injuries which must be submitted toinsurance carriers within 24 hours ofincident
- Meet with on-site personnel on a regular, prescheduled basis to understand employee issues and respondaccordingly
- Oversee employee compliance with FirstService EmployeeHandbook
Maintenance
- Manage oversight of all necessary maintenance for common elements of anAssociation
- Develop calendars for all required maintenance and schedule preventivemaintenance
- Establish scope of work for projects and oversee maintenance contracts
- Manage ongoing and routine maintenanceprojects
- Manage capital replacement projects with involvement of third-party consultants asneeded
- Visit the property at least one time per week to review services and projects:document conditions requiringattention
- Report to Board of Directors on maintenance issues with the property asneeded
- Maintain vendor contacts andcommunications
Contact Management
- Manage all contracts in portfolio ofassociations
- Collaborate with contract administrator on aggregate contractmanagement
- Work with Board to identify preferences and opportunities for improvements oncontract services and implementation of agreed-uponservices
Financial Management
- Review and approve monthly financial reports in a timely fashion (within 2 business days of statement production)
- Understand monthly profit and loss statements; explain financials to Board of Directors and all members of the Association asneeded
- Review and approve all vendorinvoices
- MonitorcollectionseffortsbyCollectionsDepartmentandunderstandwellenoughtoexplain basic status and elements of process to theBoard
- Assure contract for audit/tax preparation is executed and transmitted toFirstService Residential Controller 30 days prior to end of Association fiscalyear
- Develop annual client association budgets and transmit to client Boards for reviewand approval
- Manage Board of Directors budget review and approvalprocess
- Monitor and facilitate updates to Replacement Reserve Schedule/Capital Expenditureplan
Client Association Governance
- Provide required notice of Board meetings, annual meetings, and specialmeetings
- Oversee fulfillment of all other obligations provided by the governing documents ofthe Association and the Minnesota Common Interest Ownership Act(MCIOA)
Leadership to Board and Association
- Identify issues of concern within the associationcommunity
- Assist the Board in establishing and implementing goals for theassociation
- Provide or gather advice or resources to Board on issues of interest and/or concern tothe membership and theBoard
Association – Management Relations
- Review any matters requiring assistance with Regional Manager
- Update Regional Manager monthly on overall status of account, including review ofaccount issues and questions on range of issues
- Promptly inform management, including transmittal of all relevant facts, regarding any significant disputes within the Association or between the Association and managementor between the Association and a vendor serving theAssociation
Information Management
- Provide administrative personnel with updates on changes in Board members, officers, or Boardmembercontactinformation,changesincontractoremergencycontactinformationfor the Association; inform Human Resources of changes in personnel contactinformation
- Provide updated financial and non-financial information that is or may be material to disclosures to FirstService Residential DisclosureAdministrator
- FilloutinsuranceinformationformspromptlyandprovidetoFirstServiceResidential Insurance Coordinator to obtain timely insurancequotes
- Review, execute, and update disclosures for unit sales prepared by FirstService Residential DisclosureAdministrator
- Work with administrative personnelto keep client website updated and ensure homeowners are informed about significant matters within theAssociation
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
Skills & Qualifications:
- Client services, account management, and/or property managementexperience
- Associate or bachelor’s degree in business field or propertymanagement
- Practical familiarity with personnelmanagement
- Proficiency in MSOffice
- Minimum 4 years of transferable workexperience
- Ability to read and understand financialstatements
- Customer service focused and understands the value of a smile and positive interaction.
- Ability to work as a team and communicate with fellow team members: Resident Building Caretaker, Desk Staff, Association Manager and corporate support.
- Ability to multitask and prioritize duties
- Professional demeanor and collaborative attitude
- Proactive and deadline oriented
- Resourceful and decisive in handling of daily issues
- Articulate and can communicate clearly in writing and verbally
- Superior attention to detail, organizational and follow-up abilities
- Reliable, punctual and discrete
Supervisory Responsibilities:
Direct supervision of on-site staff
Physical Requirements:
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.
- Standing, sitting, walking throughout the property, ability to lift/move up to 30 lbs., use of a keyboard
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
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, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 10 paid holidays, and a 401k with company match.
Compensation: $75,000 annually
Disclaimer:
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.