Community Association Manager

Description

Job Overview:
The Community Association Manager handles all aspects of managing associations in portfolio including contract management, communications with boards of directors and members of the associations, preparation for and follow-through from board meetings, financial statement review, creating budget and capital plan, collaboration with co-workers on various issues, and if applicable, management of on-site employees The Community Association Manager’s hours are typically Monday through Friday 9:00 a.m.

-5:00 p.m. plus attendance at the monthly Board of Director’s meeting.

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Accountability for servicing customers with a focus on the values of First Service Residential:
  Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
• Must 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.

• Foster a welcoming and friendly environment for shareholders, guests, staff, and vendors.
• The Community Association Manager is the central on-site contact for addressing homeowner questions and concerns and will answer all incoming calls and emails in a timely basis.
• 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

• Responsible for all on-site personnel employed by First Service Residential at a client Association except for desk attendants who are a shared responsibility with the Desk Attendant Supervisor
• Collaborate with senior staff manager to create and maintain job descriptions using standard template and participate in the hiring of qualified employees
• Train or oversee the training of on-site employees
• Coordinate classes with Senior Staff Manager for certifications required for successful performance of staff’s duties
• Review employee performance annually with on-site supervisors and make salary adjustments with input from as appropriate, Budget as necessary
• Document any substandard employee performance issues promptly and bring to attention of Human Resources; seek counsel from Human Resources as needed
• Oversee immediate reporting of all workplace injuries which must be submitted to insurance carriers within 24 hours of incident
• Meet with on-site personnel on a regular, prescheduled basis to understand employee issues and respond accordingly
• Oversee employee compliance with First Service Employee Handbook

• Manage oversight of all necessary maintenance for common elements of an Association
• Develop calendars 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 one time per week to review services and projects: document conditions requiring attention
• Report to Board of Directors on maintenance issues with the property as needed
• Maintain vendor contacts and communications

• Manage all contracts in 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

• Review and approve monthly financial reports…