With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
\n \n Job Description
COMMUNITY MANAGER JOB RESPONSIBLILTIES
\n\nPhysical Job Requirements:
\nThe first rule in property management is that you must see the property. A property manager is responsible for walking the property on a regular basis and preparing a report of finding to document each visit.
\n\nConduct Weekly Property Walks: Look for items which need to be addressed and repaired, necessary maintenance, ensure employees are doing jobs. Enforcing the Association’s Rules & Regulations is also part of the property inspections. Look for items such as balcony violations, parking issues, pet violations, alterations to exteriors, etc. \nIssue work orders for necessary repairs & maintenance\nIssue letters to Homeowners for any violations\nInspect vendor and/or contracted work performed prior to paying invoices\nFollow up with pending Work Orders to ensure proper completion\nFollow up with pending violation issues to determine if further action is necessary, i.e., violation fines, etc.\n\n\nManagement Job Requirements:
\nA community manager is responsible for the day-to-day operations of the property(s). A high level of administrative skill is required as well as a thorough knowledge and understanding of the property’s projects, contracts, events, etc.
\n\nWithin this area of responsibility is organization. The key to successful management of the property(s) is organization, Associa has provided a format for administrative organization that is outlined in the description. It is the responsibility of the Community Manager to adhere to this organizational system to ensure consistency within the company. The following is a partial list of administrative responsibilities:
\n\nWrite and send violation notices to Homeowners\nObtain all contracts for the Association(s) by presenting a min. of 3 bids. Included are service contracts: pool, landscape, snow removal, insurance, scavenger, etc., and project contracts: sealcoating, roofing, concrete, painting, etc. When obtaining bids, establish set specifications for all bidders to follow and a deadline for their receipt at least 10 days prior to board meeting\nReview any requests for work outside our normal scope of services, with Supervisor before committing to service. \nBe Knowledgeable of job duties contract section\nPrepare annual calendar to be supplied to all Board Members\nKeep contract expiration dates on spreadsheet\nSupply specifications and obtain proposals for all work and services to be performed\nPrepare and distribute Board Packets to Board of Directors seven (7) days in advance of the Board meeting and copy the packet to the Supervisor\nReview and distribute monthly financial statements with Financial Narrative to Board Members by end of month for prior month financial (refer to specific date in management agreement if applicable.)\nPrepare Budget draft to Board of Directors pursuant to the Management Contract\nDistribute budget to owners following IL Condo Act specifications\nEmail Action Item Report to Board & Supervisor within 48 after Board Meeting\nSend Weekly Update Report to Board & Supervisor, generally on Friday (or Thursday if off on Friday) highlighting progress on tasks, updates or information for the Board to be aware of at community. \nEnsure all important and accurate information is in the C3 or shared directory, such as Board Member names, contacts, meeting dates, vendor information, special projects, etc.\n\n\n\n\nProcess Association mailings\nRespond to Homeowner correspondence in writing\nKeep copies of Board meeting minutes\nSend meeting notice for Board meetings, special meetings, and annual meetings\nDistribute newsletters\nFacilitate Reserve Study\nFacilitate annual report filing\nFacilitate registered agent filing\nMaintain insurance policy, present bids / renewals to board 30 days prior to expiration\nObtain monthly legal status report from attorney at least one time per month to be distributed to the Board.\nNegotiate & execute utility expenses pursuant to the Management Contract\nMaintain master property files & working files\nPurge master files at least one time per year \nSupervise, hire and fire employees of the association pursuant to the agreement between the Association and Associa\nAuthorize the purchase of supplies & tools within the limits of our authority such as cleaning supplies, floor mats for common areas, maintenance supplies, where applicable\nCreate and facilitate a phased maintenance plan for re-occurring projects such as exterior painting, sealcoating, concrete repair, roof replacement, etc.\nEnsure the ratification of budget at an open meeting 25 days following distribution of approved budget to owners\nPrepare and distribute annual meeting packet to all owners following IL Condo Act/CICA\nProvide assistance to association attorney, auditor & insurance agent such as compiling documents.\n\n\nCommunication Requirements:
\nCommunication and professional interpersonal relationships are the most intangible job requirements but these areas are key in a Property Manager’s success. The following is list of responsibilities that are directly related to Communication or Preparation as a tool for effective communication:
\n\nReturn all phone calls and emails within 24 hours or less.\nCreate a strong business relationship with the board of directors\nAttend Board and Annual Meetings according to management contract\nFacilitate on-call/after-hours emergencies. Coordinate and communicate with vendors and Homeowners, as applicable\nUnderstand and comprehend the governing documents\nAct as liaison between these three parties: Homeowners-Board-Vendors\nUnderstand the responsibilities of the Homeowner and the Association in accordance with the governing documents.\nInform Board and Customer Care in emergency situation(s)\nFacilitate and assist the Board in the running of the meetings\nRespond in writing to all correspondence from Homeowners and vendors\n\n\nAccounting Job Requirements:
\nThe Accounting Department is responsible for most of the functions associated but the accounting functions required by the Property Manager are specific to each property, and require the Property Manager’s knowledge to complete:
\n\nProcess invoices online, as necessary and at minimum three (3) times a week. Unpaid invoices online for 30 days should have note detailing reason for delay. \nProcess Homeowner chargeback in tasks: charges and/or reversals of fees & fines\nFacilitate needs with Reserve accounts, including Contributions or Draws. \nFacilitate and assist in Association audit process as needed.\nEnsure the proper filing of tax returns \n\n\n\n\nFacilitate 70-604 IRS Revenue Resolution to the Board\nInsure Annual Budget approval and changes get communicated to Accountant and Sales Department timely. \nCommunicate with Accounting new order/changes/additions/supplemental information needed with monthly statements or annual coupons and ensure order is processed\nEnsure that the Associations collection policies are enforced. Facilitate the correspondence between the attorney and the Board regarding collection issues\nPay fees and/or licenses, if applicable to appropriate municipality such as pool licenses, certificates of occupancy, boiler inspections, elevator inspections, etc.\nUpdate bank signature cards when necessary and ensure that accounting has current reserve account statements.\n\n\n\n\nAttend monthly all staff meeting, manager meetings and trainings as requested. \nFollow Dress code for all meetings with the Board, clients, vendors, etc.\nAlways be accessible during business day when working from home. \n\n\n Requirements\nAttend monthly all staff meeting, manager meetings and trainings as requested. \nFollow Dress code for all meetings with the Board, clients, vendors, etc.\nAlways be accessible during business day when working from home. \n\n\n
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.