Portfolio Manager

As a Portfolio Manager at FirstService Residential, you will provide strategic leadership and management direction to our communities. This role oversees the entire operation, ensuring adherence to the mission and vision of our Boards and communities. You will be responsible for creating a single point of contact, enhancing communication, and providing effective oversight of staff and operations.

• Leadership and Direction: Provide leadership and direction in the development of short-term and long-range plans, and develop recommendations for goals and action plans to achieve Board objectives.
• Organization Structure: Review organization structure, job descriptions, and functions, and make recommendations to the Board for any potential changes.
• Community Services: Partner with public, private, and volunteer organizations to provide community services when necessary.
• Board Support: Support the activities of the various Board sub-committees.
• Community Governance: Have knowledge of all Community Governing documents and provide recommendations on revisions.
• Communication: Provide community leadership and guidance to ensure that the needs or desires of the homeowners are being addressed.
• Financial Management: In partnership with the Board, create, or cause to be created, and implement the annual working budget, subject to approval by the Board of Directors.
• Financial Reporting: Monitor and report on the monthly financial position of the association.
• Meeting Support: Provide leadership to each meeting involving the Board of Directors in terms of agenda support and written and oral reports.
• Staff Management: Recruit, hire, train, and supervise all community staff in accordance with the documented management plan, if applicable.
• Emergency Planning: Work closely with local emergency organizations to maintain established emergency and community evacuation plans as appropriate.
• Community Needs: Assess and monitor community needs, identify opportunities for improving service delivery methods and procedures, and develop new programs.
• Professional Development: Attend and participate in professional group meetings, stay abreast of new trends and innovations in fields of community management and community programming.
• On-Site Visibility: Maintain on-site visibility throughout the common areas and facilities.
• Agreements: Ensure adherence to master calendar, maintenance calendar, association budgets, and subsidy program.
• Policies: Review corporation policies on an ongoing basis to ensure compliance with civil code, declaration, and other requirements of governing institutions.
• Building Inspections: Perform building inspections of interior and exterior of property and prepare action plan for opportunities.
• Due Diligence: Ensure due diligence for the protection of client's funds, property, and assets against all reasonably foreseeable contingencies or losses.
• Attendance: Regular attendance and punctuality.

• Global Service Standards: Practice and adhere to FirstService Residential Global Service Standards.
• Professional Conduct: Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
• Operations Support: Perform or assist with any operations as required to maintain workflow and to meet schedules.
• Meetings and Work Groups: 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.
• Safety Precautions: Ensure all safety precautions are followed while performing the work.
• Policies and SOPs: Follow all policies and Standard Operating Procedures as instructed by Management.
• Board Policies: Assure that the policies, resolutions, and goals of the Board are carried out.
• Building Systems: Have general knowledge and understanding of building systems and components.
• On-Call: Be available to be on-call to handle after-hours emergencies.
• Budget Preparation: Provide input and assist the Board with the preparation of the Association's annual budget.
• Finance Committee: Attend regular meetings of the Finance Committee, if any, to review the Association's fiscal and financial status.
• Invoice Review: Coordinate receipt and review of invoices for services and ensure timely payment of bills.
• Collection Matters: Assist Association and In-House counsel on collection matters and monitor maintenance fee accounts.
• Check Verification: Verify checks when returned from Accounting, ensure that all invoicing backup is attached to check, and duplicate payments are not received.
• Invoice Preparation: Correct any errors prior to Board signature, mail original invoices and 1 copy of package to Client Accounting.
• Specifications: Prepare specifications needed for all services received by the Association (e.g., landscaping, snow, trash, insurance, pool, etc.).
• Bid Process: Manage bid process, review bid spec proposals, and comparison spreadsheets, and make Board recommendations as appropriate.
• Contract Negotiation: Negotiate Association contracts for routine services, subject to the Board's approval, and Association counsel as needed.
• Vendor Relations: Manage vendor relations.
• Work Requests: Log work requests in Connect and generate work orders for maintenance staff and/or contractors.
• Closings and Credits: Complete and submit all required paperwork for closings, credits, charges, etc.
• Property Inspections: Conduct regular property inspections to ensure compliance with Association Rules and Regulations.
• File Maintenance: Ensure maintenance of all files, records, and correspondence in accordance with company procedures and good business practices.
• Board Meetings: Attend all Board meetings.
• Board Packet: Prepare Board meeting agenda, monthly management report, and all other reports and material needed for Board Packet; distribute one week in advance of meeting.
• Violation Log: Prepare and maintain log of violations in Connect.
• Resale and Governing Documents: Update resale/governing document books, when applicable.
• Developer Transition: Assist Board in transferring control from the developer to the owners, if applicable.
• Committee Liaison: Coordinate activities of association professionals, including attorneys, auditing firms, and engineering firms.
• Committee Support: Act as liaison for designated committees.
• Community Information: Establish an annual calendar indicating all association activity, deadlines, elections, meetings, projects, etc.
• Insurance Review: Review and be familiar with all policies of insurance to ensure adequate coverage.
• Homeowner Directory: Update homeowner directory and create new homeowner file.
• Community Information in Connect: Update and maintain community information in Connect.
• Resident Alert: Utilize Connect's Resident Alert feature in order to keep homeowners apprised of Association activities and important updates, subject to Board authorization.
• Customer Service: Provide customer service assistance to homeowners as needed.
• Homeowner Inquiries: Assist with homeowners' calls and inquiries and respond accordingly or direct to the appropriate party.
• Call Log: Log all homeowner inquiries in Connect Call Log.
• Membership Meetings: Attend regular Membership meetings.
• Newsletter Preparation: Assist with preparation of newsletter, where applicable.
• Special Projects: Perform any range of special projects, tasks, and other related duties as assigned.