HOA On-Site Manager

Job Title: On-site Community Manager

Job Type: Full-Time

Pay: $24–$27 per hour

Location: South Waterfront – Portland, OR

Schedule: Monday–Friday

Are you ready to take the reins of community operations and lead a thriving team? We are looking for an On‑site Community Manager to support day‑to‑day operations and help create a positive living experience for residents.

• Full working knowledge of the condominium's governing documents and its rules and regulations and of the full-functionality of Building Link and other software platforms used to support operations.
• Liaise daily with the facilities management company, concierges and janitorial staff and arrange for follow‑up as needed; liaise as needed with the Association Business Manager (ABM), vendors, AMS accounting, realtors, Committee chairs and the Board.
• Prepare daily recaps/alerts to go out to Board, Committee chairs and/or residents utilizing Building Link; review calendars in Building Link to make sure they reflect events scheduled by the Board, Committee chairs, the facilities management company or reservations of facilities and amenities by residents, and update as needed.
• Promptly handle resident requests and concerns, whether referred from the concierges, the facilities management company, or received directly in‑person or via phone, email or Building Link; confirm follow‑up by the appropriate parties and document in Building Link; prepare follow‑up responses or announcements for delivery via Building Link.
• Distribute emergency notifications via Building Link as requested by the facilities management company, Board/Committee Chairs or governmental authorities; keep on‑site staff informed of status and coordinate them to provide assistance that the facilities management company or governmental authorities request.
• Provide coverage for concierge breaks and when a floater is unavailable for other concierge absences; assist with concierge recruiting and training, manage concierge scheduling and oversee performance of concierge duties.
• Prioritize implementation of security and safety measures; assure protocols are followed including, if available, use of Key Link.
• Working with the concierge team, provide assistance to residents with Work Orders, ARC requests, options for bill payment and optimizing their use of BuildingLInk, Leak Defense and other resident interfaces; provide support to committees.
• With assistance from the concierge team as appropriate, maintain up‑to‑date records in Building Link of owner, resident and tenant information; records of compliance with insurance requirements; copies of leases; up‑dated, customized manuals for concierges and janitorial staff; updated, customized resident manuals and new resident orientation materials; supplies needed for front desks, guest suite and restrooms, and janitorial.
• Monitor and when necessary create Incident Reports; work to resolve complaints, grievances and actual or potential violations informally; following protocols established by the Rules and Regulations Committee and with input from the ABM as needed, prepare violation warnings and notices; process any fines that result to the owner's account.
• Monitor Guest Suite and Amenities Room reservations and schedule janitorial; check after each use for damage or special housekeeping needs; assure readiness for next use.
• Oversee scheduling of moves and move coordination services; provide new resident orientations; arrange billing of move‑in/move‑out fees.
• Provide assistance to ABM in processing invoices, budgeting and Board meetings.
• Arrange billing to unit owner accounts for use of the Guest Suite, bike/kayak storage, fob and unit supply purchases, charges for social events and other activities; organize audits of fobs and storage use.

• Competitive pay
• Medical, dental, and vision benefits with employer contribution
• Optional Colonial, FSA, short‑term disability, and AD&D