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Community Association Manager

Employer
Firstservice Residential
Location
Minneapolis
Salary
Competitive

View more

Industry
Construction
Role
Manager
Job Type
Long-Term
Hours
Full Time
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.

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