Community Association Manager
- Employer
- Firstservice Residential
- Location
- Minneapolis
- Salary
- Competitive
View more
- Industry
- Construction
- Role
- Manager
- Job Type
- Long-Term
- Hours
- Full Time
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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, create budget and capital plan, collaboration with co-workers on various issues, and if applicable, management of on-site employees.
Communication with Homeowners about Building or Association Issues
* Foster a welcoming and friendly environment for residents, guests, staff, and vendors.
* The Community 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.
* Communicate with homeowners about activities in the building, which may affect them via Connect, Email, Phone, Posting signs in message board/bulletin board/elevator.
* Provide individualize communications to homeowners about pertinent matters.
* Ensure that on-site staff and contractors communicate with homeowners in a clear manner.
Manage Building Information
* Maintain all owner and renter information in Connect.
* Distribute memos, letters and weekly Newsletter via Connect.
* Create a weekly or month end report as directed by the Board of Directors.
* Create weekly project status report for long and short term projects.
* Maintain a calendar of building activity.
* Move-In, Move-Out Dates/Schedules: Coordinate move in of new tenants and support unit owner in assisting lessees as they acclimate to the Association, as per Rules and Regulations, electronic fob and garage card, etc.
* Maintain secure key entry system by keeping all key-records updated in the database and in the entry system.
* Ensure that information utilized by other staff is kept current.
Oversee/Facilitate On-Site Staff
* Perform the role as team leader of staff.
* Ensure that employees have necessary tools, and access to necessary physical and informational resources to do their work.
* Conduct regular "check in "meetings with the on-site staff. Communicate new procedures/polices to staff.
* Ensure that staff procedures and performance are consistent with objectives of the Board of Directors, FirstService Residential management practices, and the rules of the Association.
* Coordinate appropriate coverage of Office and Building with Caretaker and Maintenance for staff vacation or sick time.
Building Maintenance
* Maintain an annual maintenance calendar and update as needed. Review maintenance check lists with the Maintenance staff.
* Maintain Vendor List
* Gather detailed bids as directed by the Board for major non-recurring projects or for requested changes in recurring vendor contracts.
* Coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting project.
* Write Work Orders for On-Site Maintenance Tasks
* Advise homeowners on issues of homeowner versus association expenses.
* Ensure cleanliness and condition of the building and the surroundings by walking the property interior and exterior weekly and initiating necessary action to correct conditions.
* Ensure compliance and safety as it pertains to all applicable procedures including building safety and emergency procedures.
* Conduct monthly safety walk-throughs utilizing checklist and coordinate any issues with the corporate Safety Committee.
* Work with Regional Director when needed on larger maintenance projects. Communicate deficiencies in need of attention.
Contact and Advise Contractors Serving the Association
* Advise contractors of homeowner versus association responsibility.
* Authorize appropriate work as directed.
* Monitor contractor compliance with the Rules and Regulations
* Oversee work to its satisfactory completion.
* Advise the Board of Directors when non-routine problems occur or work is not satisfactorily completed.
Financial Management
* Submit charge forms to Association in a timely manner for charges and payments made by owners
* Review and approve vendor invoices in Avid
* Understand and review monthly financial reports
* Understand the annual budget and reserve plan
* Develop draft and provide information for annual budgeting process.
Organize Payroll for On-Site Employees
* Review hours submitted by building staff
* Oversee and approve payroll in ADP, make corrections when necessary.
Miscellaneous Duties/Projects
* Place orders for supplies and services needed for the Association.
* Create/assist in creating effective filing system for the office and shared files in Citrix.
* Create/assist in creating procedures and forms to support the operations of the building.
* Work on miscellaneous projects, as necessary or as requested by Board of Directors.
* Work on miscellaneous duties and tasks as necessary for proper operation of the building.
Security and Camera System
* Maintain secure key entry system and update key records in database and entry system. Know how to program electronic key fobs/garage devices with unit and/or resident identity.
Be knowledgeable on how to disable, add, rename fobs and garage cards as needed.
* Order additional fobs and garage cards well in advance of running out
* Ensure performance of camera monitoring system and educate staff on system capabilities. Record incident retrievals.
* Use camera views to assist in managing the building, and adjust views when necessary. Calibrate clocks on all cameras for accuracy.
* Prepare incident reports for incidents that take place in the building. Make sure on-site staff is trained to use the system to gather information and complete reports as needed. Take pictures of the incident scene as soon as possible.
* Contact the security companies when necessary for security system tweaking, and for questions, requests, and additional training.
Meetings
* Attend monthly Board meetings as well as the Annual meeting.
* Post approved agenda
* Draft meeting minutes if needed
* Follow up with Staff and Board of Directors to coordinate action items.
Oversee Unit Leasing Compliance
* Distribute Leasing Requirements paperwork to those who may be moving in.
* Communicate with unit owners upon discovery of a resident who has leased a unit from an owner who has neglected to submit required paperwork.
* Coordinate move in of new tenant.
Communication with Homeowners about Building or Association Issues
* Foster a welcoming and friendly environment for residents, guests, staff, and vendors.
* The Community 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.
* Communicate with homeowners about activities in the building, which may affect them via Connect, Email, Phone, Posting signs in message board/bulletin board/elevator.
* Provide individualize communications to homeowners about pertinent matters.
* Ensure that on-site staff and contractors communicate with homeowners in a clear manner.
Manage Building Information
* Maintain all owner and renter information in Connect.
* Distribute memos, letters and weekly Newsletter via Connect.
* Create a weekly or month end report as directed by the Board of Directors.
* Create weekly project status report for long and short term projects.
* Maintain a calendar of building activity.
* Move-In, Move-Out Dates/Schedules: Coordinate move in of new tenants and support unit owner in assisting lessees as they acclimate to the Association, as per Rules and Regulations, electronic fob and garage card, etc.
* Maintain secure key entry system by keeping all key-records updated in the database and in the entry system.
* Ensure that information utilized by other staff is kept current.
Oversee/Facilitate On-Site Staff
* Perform the role as team leader of staff.
* Ensure that employees have necessary tools, and access to necessary physical and informational resources to do their work.
* Conduct regular "check in "meetings with the on-site staff. Communicate new procedures/polices to staff.
* Ensure that staff procedures and performance are consistent with objectives of the Board of Directors, FirstService Residential management practices, and the rules of the Association.
* Coordinate appropriate coverage of Office and Building with Caretaker and Maintenance for staff vacation or sick time.
Building Maintenance
* Maintain an annual maintenance calendar and update as needed. Review maintenance check lists with the Maintenance staff.
* Maintain Vendor List
* Gather detailed bids as directed by the Board for major non-recurring projects or for requested changes in recurring vendor contracts.
* Coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting project.
* Write Work Orders for On-Site Maintenance Tasks
* Advise homeowners on issues of homeowner versus association expenses.
* Ensure cleanliness and condition of the building and the surroundings by walking the property interior and exterior weekly and initiating necessary action to correct conditions.
* Ensure compliance and safety as it pertains to all applicable procedures including building safety and emergency procedures.
* Conduct monthly safety walk-throughs utilizing checklist and coordinate any issues with the corporate Safety Committee.
* Work with Regional Director when needed on larger maintenance projects. Communicate deficiencies in need of attention.
Contact and Advise Contractors Serving the Association
* Advise contractors of homeowner versus association responsibility.
* Authorize appropriate work as directed.
* Monitor contractor compliance with the Rules and Regulations
* Oversee work to its satisfactory completion.
* Advise the Board of Directors when non-routine problems occur or work is not satisfactorily completed.
Financial Management
* Submit charge forms to Association in a timely manner for charges and payments made by owners
* Review and approve vendor invoices in Avid
* Understand and review monthly financial reports
* Understand the annual budget and reserve plan
* Develop draft and provide information for annual budgeting process.
Organize Payroll for On-Site Employees
* Review hours submitted by building staff
* Oversee and approve payroll in ADP, make corrections when necessary.
Miscellaneous Duties/Projects
* Place orders for supplies and services needed for the Association.
* Create/assist in creating effective filing system for the office and shared files in Citrix.
* Create/assist in creating procedures and forms to support the operations of the building.
* Work on miscellaneous projects, as necessary or as requested by Board of Directors.
* Work on miscellaneous duties and tasks as necessary for proper operation of the building.
Security and Camera System
* Maintain secure key entry system and update key records in database and entry system. Know how to program electronic key fobs/garage devices with unit and/or resident identity.
Be knowledgeable on how to disable, add, rename fobs and garage cards as needed.
* Order additional fobs and garage cards well in advance of running out
* Ensure performance of camera monitoring system and educate staff on system capabilities. Record incident retrievals.
* Use camera views to assist in managing the building, and adjust views when necessary. Calibrate clocks on all cameras for accuracy.
* Prepare incident reports for incidents that take place in the building. Make sure on-site staff is trained to use the system to gather information and complete reports as needed. Take pictures of the incident scene as soon as possible.
* Contact the security companies when necessary for security system tweaking, and for questions, requests, and additional training.
Meetings
* Attend monthly Board meetings as well as the Annual meeting.
* Post approved agenda
* Draft meeting minutes if needed
* Follow up with Staff and Board of Directors to coordinate action items.
Oversee Unit Leasing Compliance
* Distribute Leasing Requirements paperwork to those who may be moving in.
* Communicate with unit owners upon discovery of a resident who has leased a unit from an owner who has neglected to submit required paperwork.
* Coordinate move in of new tenant.
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