Portfolio Association Manager
2 days ago
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.
- 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.
- 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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