LCAM Portfolio Association Manager

Position Title:LCAM Portfolio Association Manager

Reports To: Regional Director

Company: Seacrest Southwest

Position Summary

The Portfolio Manager is responsible for coordinating and managing all services necessary for the effective administration, maintenance, and operation of assigned community associations. The Portfolio Manager serves as the primary liaison between the Board of Directors, residents, vendors, and the management company to ensure that communities are maintained in accordance with governing documents, budgets, and company standards.

The Portfolio Manager oversees the day-to-day operations of assigned communities while ensuring excellent customer service, operational efficiency, and regulatory compliance.

Essential Duties And Responsibilities

Property Oversight and Inspections

• Conduct routine inspections of assigned properties by walking, driving, or other appropriate methods.
• Identify maintenance needs, architectural violations, and rule violations and report findings to the Board of Directors.
• Prepare and distribute property inspection reports detailing observations and recommendations.
• Monitor the overall condition and appearance of the property to ensure community standards are maintained.

Vendor Management and Contract Administration

• Obtain bids and proposals for services and projects (minimum of three bids for contracts exceeding $500).
• Assist in preparing specifications for projects such as landscaping, pool maintenance, paving, roofing, painting, and other association needs.
• Verify that all contractors maintain appropriate licensing and insurance coverage.
• Assist the Board of Directors in selecting vendors and contractors that are in the best interest of the Association.
• Ensure contracts and agreements are performed in accordance with their terms.

Board and Meeting Support

• Attend meetings of the Board of Directors, including monthly evening meetings and the Annual Members’ Meeting.
• Assist in planning meetings to assess progress and assign priorities for action.
• Provide professional guidance and recommendations to the Board regarding operational matters.

Reporting And Administrative Responsibilities

• Prepare regular written management reports summarizing business conducted on behalf of the Association.
• Reports may include:
• Status updates on projects in progress
• Work orders completed and pending
• Vendor inspection reports
• Preventive maintenance recommendations
• Updates on bids being obtained
• Sales and rental activity
• Status of liens and foreclosures
• Accounts receivable reports
• Other operational data requested by the Board

Resident and Board Communication

• Manage the Association for correspondence and routinely provide copies to the Board of Directors.
• Maintain professional communication with Board members, residents, and vendors.
• Establish and maintain positive working relationships within the community.

Rule Enforcement and Compliance

• Assist the Board in enforcing Association rules and regulations.
• Receive and investigate written complaints regarding violations of governing documents.
• Issue written notices of violations when requested by the Board or in accordance with established policy.
• Assist the Board in administering compliance procedures consistent with governing documents.

Financial Oversight

• Review and approve payroll for employees assigned to the property when applicable.
• Review and code vendor invoices prior to payment to the appropriate accounts.
• Assist in monitoring the Association’s budget and operational expenses.

Insurance and Risk Management

• Assist the Board in obtaining and evaluating bids for Association insurance.
• Ensure insurance claims are submitted in a timely manner when directed by the Board.

Architectural Review Coordination

• Track architectural change requests submitted by homeowners.
• Inspect projects during construction and upon completion to ensure compliance with approved plans and community guidelines.

Emergency Response

• Be available for consultation regarding incidents requiring management intervention.

Additional Responsibilities

• Maintain and update association websites when applicable.
• Establish and maintain strong working relationships with the Association Board and residents.
• Ensure assigned…