Community Manager 2

Position Overview

The COMMUNITY MANAGER-2 conducts all business in accordance with the Association’s governing documents and the management company’s established policies and procedures, all Federal, State, and County Fair Housing Laws, the Americans with Disabilities Act, and all other laws pertaining to housing.

Essential Duties and Responsibilities

Administrative

• Meet all reporting deadlines and maintain an activity calendar to ensure that tasks are completed.
• Maintain all office files and records in accordance with company policy and standard business practice.
• Review mail, outside correspondence and inter-company correspondence.
• Provide clerical assistance such as typing, filing, writing of reports, answering telephones, closing out daily reports, etc.
• Board Meeting Attendance as required per Management Agreement.
• Prepare Board Packages
• Draft the occasional request for proposals from contractors on an as-needed basis.
• Submit weekly reports and an updated task list to the Board of Directors.
• Perform any additional duties assigned.

Financial

• Ensure routine expenditures are consistent with the Association’s owner-approved budget.
• Control purchases and utilize the approved vendor lists.
• Work to forecast large expenditures and facilitate communication among the management company and the Association to ensure proper asset management.
• Work with the Board and legal counsel on collection accounts.
• Process property invoices in accordance with established management company policy and submit invoices with purchase orders and required reports weekly.
• Maintain records for all transactions conducted on-site.

Owner/Resident Relations

• Maintain a positive customer service attitude.
• Promote goodwill among owners, residents, coworkers, and contractors/vendors.
• Apply policy in a fair, uniform manner to ensure consistent policy enforcement for all residents.
• Implement the Association’s and management company policies and procedures regarding Rules and Regulations.
• Ensure that all Owner/Resident requests and issues are handled in a timely manner and on a priority basis per policy (emergencies first; thereafter, first-come, first-served basis).
• Assist with repair order/service request follow-up, e.g., monitoring tickets awaiting parts, ensuring satisfactory completion of repairs.
• Where in-unit resident services are to be bundled and coordinated to save money or for efficiency, service schedules, procedures, and costs will be communicated to participating residents and contractors in a timely manner.

Personnel

• Supervision of onsite staff as applicable and ensures all deadlines are met.
  • Hires, trains, and retains professional on-site staff (as necessary) to assist the Association in consultation with the portfolio manager.

• Prepare the office work schedule for the maintenance staff, front desk staff, and other staff as applicable.
• Prepare and maintain payroll records and documentation.
• Develop skills, customer service attitudes, training materials, and procedural policies with other contract and/or Association staff.

Property Maintenance

• Perform regular building and ground inspections and provide written reports; prepare and dispatch repair orders as necessary; ensure consistent, positive curb appeal.
• Supervise contractors to ensure compliance with contract specifications.
• Inspect and test safety and/or access control equipment, including adding contact information and deleting lost or stolen devices.
• Develop a long-term plan to manage facilities and equipment, utilizing a maintenance calendar, 5-year budget, and/or approved reserve study.

Safety

• Provide timely, essential feedback in emergencies and follow-up via written Incident or Accident Reports.
• Promote safety and security measures in property maintenance to reduce owner liability and increase Owner/Resident/Employee protection.
• Maintain an on-call contact system so that emergencies are dealt with promptly and professionally.

Knowledge and Skills

• Must have a strong background in customer service.
• Must have excellent written and verbal communication skills.
• Required to have the Certified Manager of Community Associations (CMCA) designation from the Community Association Institute (CAI).
• 3-5 years experience in Association management or a similar field.
• A college degree is preferred. A High School Diploma is required.
• A driver’s license may be required.
• Maintain full working knowledge of all management company operating policies and procedures
• Intermediate or advanced knowledge of Microsoft Office products, specifically Outlook, Word, and Excel.
• Maintain full working knowledge of the 3rd party software used by management to include: Strongroom Payables Lockbox, Vantaca for violations and community website/web portal hosts.
• General knowledge of Internet use and using Internet browsers, including changing/creating passwords and security question answers and bookmarking web addresses.

Physical Demands and Work Environment

Physical Demands

• Ability to walk the property and go up and down flights of stairs depending on the property structure.
• Ability to hear and speak well enough to converse verbally over the phone and in person (expressing or exchanging ideas by means of the spoken or written word).
• Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.

• Ability to see well enough to use the computer effectively and read written communications.
• Ability to lift, push, pull or carry up to 40 pounds for the dissemination of documents, supplies, materials, packages, etc. to various locations throughout the office/facility.
• Ability to complete general office duties.

Work Environment

• A professional office environment.
• Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Outdoor environment when inspecting the property.