Licensed Community Association Manager, Small Portfolio
Company: FirstService Residential
Location: Boca Raton
Posted on: September 14, 2022
Community Association Manager needed for a small portfolio
Perform functions to manage, direct and provide leadership and
exceptional customer service to an assigned property(s). Ensure
property(s) is maintained and operated in accordance with company
objectives and facilitate solutions to problems between communities
and internal support staff, guided by precedent and working within
the limits of established policies.
ESSENTIAL DUTIES & RESPONSIBILITIES
The job duties listed are typical examples of the work performed by
positions in this job classification. Not all duties assigned to
every position are included, nor is it expected that all positions
will be assigned every duty. Provide management and leadership to
assigned property(s). Collaborate with Regional Director to develop
goals and communicate established goals. Ensure the goals and needs
of the property, company and its customers are consistently
Manage the functions of a team within a property while maintaining
standards of excellence for processes, methods and personnel.
Manage the process improvement and quality control of the property
and ensure quality resident service is delivered. Assign and review
the work of staff, ensure deadlines are met in a timely manner and
prioritize and delegate workload as necessary. Align resources to
work assignments and processes to meet business requirements.
Provide leadership and direction and assist in the investigation
and resolution of issues that arise.
Partner with Supervisor, Board of Directors and internal
departments to develop and lead the introduction and integration of
new programs, services and initiatives. Act as liaison to ensure
quality service is delivered, that Board expectations are met and
to assist in prompt response and resolution to questions/problems.
Establish and maintain a positive relationship with homeowners,
Board of Directors and internal departments to ensure a high level
of resident service and achievement of company and property goals
Maintain knowledge and understanding of contract between the
association, vendors, and FirstService Residential. Ensure all
contractual obligations are being met. Monitor vendor contracts
regularly, submit renewal/cancellation notices, manage contract
renewals professionally and advise Regional Director of any
upcoming insurance renewals or lapse in coverage.
Initiate contact with new resident representatives to coordinate
the move-in process. Conduct an introduction and orientation to the
management staff and building, reviews available services, and
explain the communities' rules and regulations.
Conduct site inspections regularly. Identify deficiencies and
provide recommendations and action plans in order to improve the
property. Process and manage violations and close them out
Process architectural control applications and close them out in a
Oversee all construction projects and ensure property
maintenance/improvement and other related projects are completed on
time and within budget. Maintain open communication and provide
timely action updates to the Board and residents.
Create, maintain and upload a wide variety of information in
Connect including but not limited to work orders, signed meeting
minutes and Monthly Management Report. Fulfill all company Connect
compliance expectations throughout the year.
Interview, select, and recommend, hire, train and schedule assigned
staff. Ensure proper coverage and staffing levels. Provide
direction to staff and assist in the investigation and resolution
of problems. Recommend personnel actions, promotions, transfers,
terminations, or disciplinary measures. Manage the Performance
Evaluation process of assigned unit and provide leadership,
counseling and coaching to employees. Maintain harmonious
Oversee training and cross training programs and ensure all
associates are aware of and comply with company, government and
customer regulations, policies, work procedures, instructions and
deadlines. Participate in training programs and webinars as
Observe safety standards and participates in the Company's efforts
to provide a safe work environment. Conduct periodic safety
meetings and ensure staff is trained and educated on safety
procedures. Adhere to and maintain established Hurricane
Address Worker Compensation incidents according to company
Maintain calendar of meetings and events and initiate and /or
attend a wide range of internal and external meetings. Prepare and
conduct a wide range of presentations as needed.
Provide financial support with a wide range of functions. Review
financial statements and report variances; submit invoices in a
timely manner and review invoices/checks for accuracy.
Recommend and manage the budget for the functional area of
responsibility. Monitor expenses, initiate cost reduction programs
and negotiate prices with vendors. Ensure property expenses are
maintained within budget.
Prepare bid comparison analysis and prepare and uses the Request
for Proposal for bid solicitation.
Maintain awareness of changes in rules, statutes or regulations and
communicate changes to staff. Direct training of staff when new
procedures are required to comply with changes.
Update Association communications and ensure current information is
displayed on the association boards and website. Prepare
association newsletter and/or other communication with owners and
residents as required.
Participate in the development of Standard Operating Procedures and
maintain existing procedures. Review processes and ensure they are
in compliance with current statute. Manage the communication and
compliance of SOP's within teams, managers and internal and
Prepare, maintain and submit a wide range of reports, contract
lists, presentations, documents and manuals as required.
Maintain accurate records, files and communications pertinent to
the Association and maintain up to date equipment maintenance logs
and emergency shut off procedures book.
Practice and adhere to FirstService Residential Global Service
Conduct business at all times with the highest standards of
personal, professional and ethical conduct.
Perform or assist with any operations as required to maintain
workflow and to meet schedules. Notify supervision of unusual
equipment or operating problems and the need for additional
material and supplies.
May participate in any variety of meetings and work groups to
integrate activities, communicate issues, obtain approvals, resolve
problems and maintain specified level of knowledge pertaining to
new developments, requirements, policies, and regulatory
Ensure all safety precautions are followed while performing the
Follow all policies and Standard Operating Procedures as instructed
Perform any range of special projects, tasks and other related
duties as assigned.
EDUCATION & EXPERIENCE
Bachelor's Degree in Business or related field from an accredited
college or university, and three years experience in Property
Operations, Hospitality or Construction; or equivalent combination
of education and experience. Must have any state specific
certifications and licenses or they are preferable of not required
by the state.
To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge, skill and/or ability
Knowledge and ability to apply state Statutes and Community's
Knowledge of assets, cash balance, and availability of funds for
projects and cash flow management for capital improvements
Excellent organization, motivation, leadership, management and
Critical thinking, complex problem solving, judgment and decision
Ability to apply a comprehensive knowledge of particular field of
specialization to the completion of difficult assignments.
Strong verbal, presentation, and written communication skills.
Ability to communicate and provide guidance to all employee
Ability to read, analyze and interpret technical procedures, leases
Must have strong proficiency in Windows and Microsoft Office,
including but not limited to Word, Excel, Power Point and Outlook.
Proficiency researching the Internet. Previous experience with
financial and accounting programs preferred.
Ability to work with sensitive or confidential information.
Demonstrated experience managing large, complex accounts or
projects. Ability to meet deadlines and work well under
Ability to work well in a team environment as well as
independently. Must be self-driven with the ability to identify,
plan and prioritize business opportunities.
Knowledge of mechanical operations of a building and equipment
Computer and peripherals, standard and customized software
applications and tools, and usual office equipment.
The physical demands described here are representative of those
that must be met by an associate to successfully perform the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
Must be able to lift 25lbs.
Must be able to sit for extended periods of time.
Must be able to stand for extended periods of time.
Must be able to communicate both on the phone and in person with
our clients in order to resolve issues and manage the
business...... click apply for full job details
Keywords: FirstService Residential, Boca Raton , Licensed Community Association Manager, Small Portfolio, Executive , Boca Raton, Florida
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