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Portfolio Manager

2 months ago

Bloomington, United States FirstService Residential Full time
About FirstService Residential

We are a leading residential property management company in North America, dedicated to helping communities thrive. Our commitment to excellence, responsiveness, and integrity has earned us the trust of thousands of communities across the U.S. and Canada.

As a full-service property management company, we provide a comprehensive range of services to our clients, including financial management, maintenance, contract management, and personnel management.

Job Overview

We are seeking an experienced and skilled Association Manager to join our team. As an Association Manager, you will be responsible for handling all aspects of managing associations in our portfolio, including contract management, communications with boards of directors and members, preparation for and follow-through from board meetings, financial statement review, and collaboration with coworkers on various issues.

Key Responsibilities
  • Maintenance
    • Oversee the maintenance of common elements of an association, including developing a calendar for required maintenance and scheduling preventive maintenance.
    • Establish the scope of work for projects and oversee maintenance contracts.
    • Manage ongoing and routine maintenance projects, including capital replacement projects with the involvement of third-party consultants as needed.
    • Visit the property at least once a week to review services and projects, document conditions requiring attention, and report to the Board of Directors on maintenance issues.
    • Maintain vendor contacts and communications.
  • Contract Management
    • Manage all contracts in the portfolio of associations, collaborating with the contract administrator on aggregate contract management.
    • Work with the Board to identify preferences and opportunities for improvements on contract services and implementation of agreed-upon services.
  • Communications
    • 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.
  • Financial Management
    • Review and approve monthly financial reports in a timely fashion (within 48 hours of statement production).
    • Understand monthly profit and loss statements and explain financials to the Board of Directors and all members of the Association.
    • Review and approve all weekly client association disbursements.
    • Monitor collections efforts by the Collections Department and understand well enough to explain basic status and elements of the process to the Board.
    • Assure a contract for audit/tax preparation is executed and transmitted to the FirstService Residential Controller 30 days prior to the end of the Association fiscal year.
    • Develop annual client association budgets and transmit to client Boards for review and approval.
    • Manage the Board of Directors budget review and approval process.
    • Monitor and facilitate updates to the Replacement Reserve Schedule/Capital Expenditure plan.
  • Personnel Management
    • Responsible for all on-site personnel employed by FirstService Residential at a client Association, with the exception of desk attendants who are a shared responsibility with the On-Site Staff Recruiter/Supervisor.
    • Create and maintain job descriptions using a standard template and submit drafts for review and approval from the Human Resources Manager.
    • Collaborate with senior management and oversee the hiring of qualified employees.
    • Coordinate the hiring of any employee with the Human Resources Manager.
    • Train or oversee the training of on-site employees.
    • Oversee employees obtaining certifications required for successful performance of their duties.
    • Review employee performance annually with the on-site Office Manager and make salary adjustments with input from senior management as appropriate, presenting salary adjustments to the Board for approval.
    • Document any substandard employee performance issues promptly and bring to the attention of the Human Resources Manager, seeking counsel as needed.
    • Oversee immediate reporting of all workplace injuries, which must be submitted to the insurance carrier within 24 hours of the incident.
    • Meet with on-site personnel on a regular, prescheduled basis to understand employee issues and respond accordingly, escalating complex issues to the Human Resources Manager.
    • Oversee employee compliance with the FirstService Employee Handbook.
  • Client Association Governance
    • Provide required notice of Board meetings, annual meetings, and special meetings.
    • Oversee fulfillment of all other obligations provided by the governing documents of the Association and the Minnesota Common Interest Ownership Act (MCIOA).
  • Leadership to Board and Association
    • Identify issues of concern within the association community.
    • Assist the Board in establishing and implementing goals for the association.
    • Provide or procure advice or resources to the Board on issues of interest and/or concern to the membership and the Board.
  • Association – Management Relations
    • Review any matters requiring assistance with Senior Management.
    • Update Senior Supervising Management monthly on overall status of the account, including review of account issues and questions on a range of issues.
    • Promptly inform management, including transmittal of all relevant facts, regarding any significant disputes within the Association or between the Association and management or between the Association and a vendor serving the Association.
  • Information Management
    • Provide administrative personnel with updates on changes in Board members, officers, or Board member contact information, changes in contractor emergency contact information for the Association; inform Human Resources of changes in personnel contact information.
    • Provide updated financial and non-financial information that is or may be material to disclosures to the FirstService Residential Disclosure Administrator.
    • Fill out insurance information forms promptly and provide to the FirstService Residential Insurance Coordinator to obtain timely insurance quotes.
    • Review, execute, and update disclosures for unit sales prepared by the FirstService Residential Disclosure Administrator.
    • Work with administrative personnel to keep the client website updated and ensure homeowners are informed about significant matters within the Association.
  • On-Call Rotation/Support
    • Responsible for fielding emergency calls as part of our on-call rotation, approximately two times per year, for 3-4 days consecutive days.
    • Coordinate and dispatch the appropriate vendor to respond to the issue.
  • Attendance
    • 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.