Portfolio Community Association Manager
7 hours ago
As a Portfolio Community Association Manager at MAY Management Services, LLC., you will be responsible for providing exceptional administrative support to our clients. Your primary goal will be to ensure the smooth operation of our community associations, maintaining a high level of customer satisfaction and ensuring compliance with all relevant laws and regulations.
Key Responsibilities:
Attend all Board meetings, providing administrative support and preparing agendas, minutes, and Board packages with timely distribution.
Respond promptly to Board requests, providing timely status reports and ensuring quick proactive action.
Review Board minutes for accuracy prior to distribution.
Create a weekly management report to email to all Board members, highlighting project status, violation activity, and other relevant information.
Manage Annual meetings, mail voting proxies and ballots to owners, and perform other associated duties.
Obtain and present bids and proposals for Board consideration, providing a brief evaluation of each option.
Educate Board members on Florida law requirements, organization, conduct of meetings, and corporate records to improve Board effectiveness and efficiency.
Provide direction for Turnover committees.
Responsibilities with Owners:
Respond promptly to Owners' phone calls, emails, and communications.
Resolve Owner problems quickly and efficiently.
Process ARB/ARC applications not involving the Architectural Review Coordinator in a timely manner.
Property Maintenance:
Inspect properties weekly, arranging for corrective action as needed.
Enforce covenant provisions, sending violation letters as necessary.
Proactively recommend repair needs of the Association's physical assets when required.
Prepare work orders for maintenance personnel and contracts vendors, ensuring timely completion.
Supervise the Association's contractors and vendors, recommending changes if performance does not meet expectations.
Financial Management:
Work the draft Annual budget in concert with Client Accounting for the Finance committee and/or Board presentation.
Conduct a detailed review of each month's financial reports, ensuring accuracy and correcting discrepancies prior to distribution.
Prepare a variance report for the current month and year-to-date for Board presentation, identifying potential problems and unfavorable variances that may jeopardize achieving the year-end budget results.
Personnel Management:
Provide supervision to direct reports, critiquing performance and training to correct deficiencies.
Review and approve Timeclock Manager for payroll processing.
Prepare annual performance reviews.
Interview new hire candidates with Manager HR and Regional Manager.
Train new hires on daily operations concerning Office and Associations.
Requirements:
Thoroughly understand provisions of Florida law, Chapter 718 and 720.
Know how to read financial statements.
Familiar with the construction and condition of the Association's physical assets to identify repair needs.
Know the appropriate vendor to call to correct physical faults.
Demonstrate strong leadership skills, well-organized, and able to prioritize tasks effectively.
Possess good communication skills, both written and verbal, and a high sense of urgency.
Sensitive to clients, diplomatic, and displays good common sense.
Confident, not afraid to make a mistake, and able to work quickly and efficiently, managing a heavy workload.
Able to work independently with little supervision and handle difficult situations tactfully.
Possess a CAM license and ideally an Associate's or BA degree, or commensurate experience, with 2 years of Community Management experience and Community Management and Accounting courses.
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