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Portfolio Community Association Manager

3 months ago

Brandon, Florida, United States Vesta Property Services Full time

COMPANY OVERVIEW


At Vesta Property Services our philosophy is to provide a hands-on learning environment that utilizes one's professional expertise and knowledge; in turn, you gain the exposure and experiences this industry has to offer Vesta Property Services provides exceptional property management services to residential associations and developers across the state making us Florida's most trusted community management company.

Headquartered in downtown Jacksonville, Vesta has 15 offices and more than 1,000 employees throughout Florida. We are always looking for unique talent and leadership to help us grow within our industry.

SUMMARY


The Community Association Manager provides management, direction and leadership to ensure the property is maintained and operated in accordance with Vesta Management and are performed as stated, in the Management Agreement between the governing Board of Directors and Vesta Property Services.

Community Association Managers are certified and licensed by the State of Florida for Community Association Management (CAM).

Responsibilities include working closely with the association, Board of Directors and/or the developer to manage and operate the community, facilitate solutions to problems between communities and internal support staff.

Complies with the provisions of Florida Laws and Statutes. Performs regular inspections for overall maintenance and repair and with a reference to violations and enforcement.

Strong management skills, customer service skills and supervisory skills in support of the care and maintenance of the community or communities they service.


RESPONSIBILITIES AND DUTIES include the following:

  • Monitor collections with regard to Association Assessments
  • Approve all invoices outside the regularly budgeted items and submit for payment
  • Ensure correct coding for financial statements
  • Work with Board in the preparation of a yearly budget and monitor its adherence
  • Distribute the budget as required by governing documents and statutes
  • Knowledge of the purpose of financial reports (e.g. general ledger, variance, accounts payable, income statement, balance sheet)
  • Write routine reports and correspondence
  • Communicate clearly and be able to work with and present ideas to a variety of people including owners, tenants, the general public, Board of Directors, staff, contractors and service providers
  • Multitask, embrace change, solve practical problems and deal with a variety of concrete variables
  • Monitor vendor performance to ensure adherence to contract responsibilities and duties. Coordinate with board for Proposals to ensure appropriate price and service levels. Obtain and file business licenses and insurance for all vendors
  • Draft and post Board Agendas prepare Board Packages, attend Board of Director meetings and record minutes.
  • Transcribe all board meeting and annual meeting minutes (as applicable).
  • Respond to requests from title/mortgage/real estate companies
  • Assist Maintenance Supervisor as needed with review of work orders and expedite as appropriate
  • Complete monthly inspections of the buildings, facilities, and grounds to insure vendor job performance and note violations of C&R's. Inspection reports will be included in the monthly management reports provided to the board.
  • Read and interpret documents such as safety rules, operation and procedural manuals, State Statutes affecting COA/HOA and corresponding condominium documents, bylaws and rules and regulations
  • Serve as liaison between the association/board of directors, legal counsel, and community association members
  • Document, submit and coordinate insurance claims
  • Know how to ensure contractor compliance with contract terms related to deposits, progress payments, retention and final payments
  • Supervise outside vendors and/or site employees as necessary
  • Compile all information for annual and budget meeting mailings
  • Administer all Association rules and regulations
  • Pose fixes, possible solutions, suggestions and recommendations for the board to consider, using resources available
  • Knowledge of the requirements for different types of meetings and elections
  • Prepare and submit a management report to the board
  • Respond to owner/resident inquiries
  • Identify and record violations of association restrictions, rules and regulations
  • Implement enforcement policies (e.g., rules, architectural controls) as directed by the association
  • Develop, establish and implement systems and controls to ensure maintenance needs are documents and completed

COMPETENCIES:

  • Financial Management.
  • Performance Management.
  • Ethical Conduct.
  • Attention to Detail.
  • Organized.
  • Leadership.

SUPERVISORY RESPONSIBILITY:


The Community Association Manager manages all employees and vendors of the associations they are assigned to and is responsible for the performance association management services.


WORK ENVIRONMENT:

This job operates in a clerical, office setting