Portfolio Association Manager

2 days ago

Ponte Vedra Beach, Florida, United States MAY Management Service, Inc. Full time
{"Responsibilities": "Job Summary

MAY Management Services, LLC is seeking a highly skilled and experienced Community Association Manager to join our team. As a Community Association Manager, you will be responsible for providing exceptional service to our clients and their communities.

Key Responsibilities
  • Attend all Board meetings and provide administrative support to the Board.
  • Prepare agendas, minutes, and distribute Board packages with agreed-upon lead time.
  • Respond to Board requests within 24 hours and provide timely status reports.
  • Review board minutes for accuracy prior to distribution.
  • Create a weekly management report to email to all board members on the status of projects, violation activity, etc.
  • Attend committee meetings as appropriate.
  • Prime liaison between the Board President and the association's vendors.
  • Manage Annual meetings, mail voting proxies and ballots to owners, and perform other associated duties.
  • Obtain and present bids and proposals for Board consideration with a brief evaluation of each option.
  • Educate Board members on Florida law requirements, organization, conduct of meetings, and corporate records to improve the Board's effectiveness and efficiency.
  • Provide direction for Turnover committees.
  • Timely response to Owners' phone calls, e-mails, and communications.
  • Resolve Owner problems quickly.
  • Timely processing of ARB/ARC applications not involving the Architectural Review Coordinator.
  • Inspect properties weekly and arrange for corrective action.
  • Checks violations, and vendor performance, and identify physical assets needing repair.
  • Enforce covenant provisions and send violation letters.
  • Proactively recommends repair needs of the Association's physical assets when required.
  • Prepare work orders for maintenance personnel and contracts vendors including agreed-upon completion due date.
  • Ensure maintenance personnel are satisfactorily completing routine tasks.
  • Follow up to ensure work is completed by the due date.
  • When a work order is closed out, it should include corrective action taken.
  • Supervise the Association's contractors and vendors.
  • Recommend changes in vendors if performance does not meet expectations.
  • 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, including the general ledger, to ensure accuracy.
  • Work with Client Accounting to correct discrepancies prior to distribution.
  • Prepare a variance report for the current month and year-to-date for Board presentation. Identify potential problems and unfavorable variances, which may jeopardize achieving the year-end budget results.
  • Provide supervision to direct reports, critiquing performance, and training to correct deficiencies.
  • Review and approve Timeclock Manager for payroll processing.
  • Prepare annual performance review.
  • Interview new hire candidates with Manager HR and Regional Manager.
  • Train new hires on daily operations concerning Office and Associations.
  • Demonstrate good management practices in the supervision of direct reports.
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 - able to prioritize.
  • Good communication skills - both written and verbal.
  • Proactive - able to assess situations quickly and take appropriate action.
  • High sense of urgency.
  • Sensitive to clients. Diplomatic.
  • Displays good common sense.
  • Confident - not afraid to make a mistake.
  • Be objective - don't take criticism personally.
  • Willing to give effective (good and bad) feedback to direct reports.
  • Able to work quickly and efficiently; manage a heavy workload.
  • Able to work independently with little supervision.
  • Ability to handle difficult situations tactfully.
Education & Experience
  • CAM license.
  • Ideally, an Associates or BA degree, or commiserate experience.
  • 2 years of Community Management experience.
  • Community Management and Accounting courses.
"}

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