Association Manager

Description

Job Overview:
As an Association Manager, you’ll be responsible for handling all aspects of managing associations in the portfolio, including contract management, communications with boards of directors and members, preparation for and follow‑through from board meetings, financial statement review, collaboration with co‑workers on various issues, and, if applicable, management of on‑site employees.

• Manage oversight of all necessary maintenance for common elements of an association
• Develop a calendar for all required maintenance and schedule preventive maintenance
• Establish scope of work for projects and oversee maintenance contracts
• Manage ongoing and routine maintenance projects
• Manage capital replacement projects with involvement of third‑party consultants as needed
• Visit the property at least once per week to review services and projects; document conditions requiring attention
• Report to Board of Directors on maintenance issues at the property
• Maintain vendor contacts and communications

• Manage all contracts in the portfolio of associations
• Collaborate with contract administrator on aggregate contract management
• Work with board to identify preferences and opportunities for improvements on contract services and implementation of agreed‑upon services

• 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

• Review and approve monthly financial reports in a timely fashion (within 48 hours of statement production)
• Understand monthly profit and loss statements; explain financials to board of directors and all members of the association
• Review and approve all weekly client association disbursements
• Monitor collections efforts by collections department and understand well enough to explain basic status and elements of process to the board
• Assure contract for audit/tax preparation is executed and transmitted to First Service Residential controller 30 days prior to end of association fiscal year
• Develop annual client association budgets and transmit to client boards for review and approval
• Manage board of directors budget review and approval process
• Monitor and facilitate updates to replacement reserve schedule/capital expenditure plan

• Responsible for all on‑site personnel employed by First Service 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 standard template; submit draft for review and approval from human resources manager
• Collaborate with senior manager 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 on‑site office manager and make salary adjustments with input from senior management as appropriate; present salary adjustments to board for approval
• Document any substandard employee performance issues promptly and bring to attention of human resources manager; seek counsel from human resources manager as needed
• Oversee immediate reporting of all workplace injuries which must be submitted to insurance carrier within 24 hours of incident
• Meet with on‑site personnel on a regular, prescheduled basis to understand employee issues and respond accordingly; elevate complex issues to human resources manager
• Oversee employee compliance with First Service employee handbook

• Provide required notice of board meetings, annual meetings, and special meetings
• Oversee fulfillment of…