Portfolio Association Manager

4 weeks ago

Houston, United States HOATalent Full time

**Who we are**:
At Graham Management we specialize in providing top-notch management services to homeowner associations, condominiums, and community-based organizations. We excel in delivering exceptional customer support, helping them achieve their goals and maintain thriving communities.

**Why Graham Association Management is the Right Fit for You**:

- **Meaningful Work**: Your work directly improves the lives of those in the communities we manage.
- ** Collaborative Environment**: Join a team of like-minded professionals who are passionate about property management and dedicated to our mission. We foster a collaborative and supportive work environment where your skills are valued.
- ** Career Growth**:We offer opportunities for career advancement and professional development. We're invested in an employee's growth and provide avenues for you to excel in your career.
- ** Work-Life Balance**:We understand the importance of work-life balance, offering flexible work arrangements and respecting your need for personal time to recharge.
- ** Value-driven**:Our core values drive everything we do. We believe in integrity, accountability, and ethical choices in all aspects of our work.

**Job Title: Community Manager**

**Location: Houston, TX**

**Company Overview**:
**Job Overview**:
**General Expectations**:
Community Managers at Graham Management are expected to conduct business with all board members, homeowners, vendors, and peers with professionalism and to provide the best customer experience possible, always. Community Managers should be trustworthy, reliable, and responsible in their role as managing agents, and perform work for our clients with both precision and ethically.

**Communications**:

- Communicate expectations and needs to your peers including but not limited to (inspectors, assistants, on-site staff, ARC personnel and accounting), based on the needs of your portfolio and clients.
- Communicate expectations with your boards, how to contact you in an after-hours emergency, etc.
- Ensure documents are uploaded to the CINC Web Axis portal, Graham Management website, and supporting community websites as needed.

**Time Management**:

- All CMs should arrive at the office by 9 AM daily, except for Friday.
- If you are running late, ensure you text your supervisor in advance to let them know you are running late and when they can expect you to arrive.
- Ensure you are updating your status on the In/Out Board and Ring Central as needed. This will ensure staff members can easily identify when you are in the office and inspections and meetings can be properly tracked or billed back to the proper community.
- If you are late, please make up the time either at Lunch or at the end of the day. If you must leave early, please also make the time up the following day, in the same manner (if not using PTO/Sick time).

**Accounts Receivable (AR) and Collections**:

- Review legal status reports on a monthly basis to monitor collections.
- Managers should compare legal status reports to accounts flagged in CINC as being at the attorney, on a quarterly basis.

**Accounts Payable (AP)**:

- Managers are responsible for reviewing invoices daily, preferably by 10 AM each morning, to allow timely payments to our vendors. Invoices should be reviewed and approved in CINC daily.
- While reviewing invoices, managers should be checking accuracies, GL numbers, payee, cost, etc.
- Make sure all invoices received are made out to their respective associations, not Graham Management.
- Work with Boards and Committees to ensure reimbursement requests are properly documented and filled out, before submitting them to AP.

**Financial Reporting**:

- Review financials monthly and report all discrepancies or needed corrections to the AR/AP Director in a timely manner.
- Obtain Board approval on expenditures over the approval level listed in the management Contract.
- Monitor cash flow and alert the Board when there is a shortage of funds.
- Produce Variance Reports for each community on a monthly basis. These should be included in every Board Packet. Variances should be reported to the Board monthly.
- Monitor and manage renewal/cancellations of CDs, CDARs, and other community investments.
- A community's collection percentage, current year to date (surplus/deficit), over overview of balance sheet (reserve funds & operating funds) should be reported at every meeting.

**Budgeting**:

- Draft a yearly budget and aid Boards in the budgeting process.
- Use a combination of Zero Based and Historical budgeting methods.
- Ensure budgets are approved by the Board by the end of September each year, so AR can begin mailing statements in October, unless documents say otherwise.

**Board Meetings**:

- Give proper notice of meetings, per governing documents and Texas Property Code 209.
- Prepare agendas for each meeting, which should include, at minimum: Call to Order, Approval of Meeting Minutes, Financials, Legal, ARC Reports, Manageme

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