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\n \n Job Description
Job Summary
\n\nThe Portfolio Manager (PM) supports and manages multiple HOA’s and their respective operations. The PM works directly with each HOA board of directors as managing agent, overseeing service and contract providers, addressing homeowner concerns and requests, compliance with governing documents, coordination and support with board and open HOA meetings, project oversight, community communications and financial management.
\n\nThe PM oversees building and ground cleanliness and ensures back of house, storage and utility rooms are clean, safe and secure. Additionally, the PM will cause the proper supply and cleanliness of all amenity areas.
\n\nWhen appropriate, the PM will attend board meetings and support the HOA in accumulating material for presentation to the board and homeowners. If requested, the PM will take minutes of all board meetings in the absence of a Secretary from the board.
\n\nJob Duties and Responsibilities
\n\nSafety
\n\nManage functionality of all Emergency and Fire Safety systems and procedures throughout the property. Ensure all emergency phone tree contacts within each Property Emergency Manual/Reference Guide are current with valid contact information. \nHave all board members and any onsite employees fully trained on emergency responsiveness. \nMonitor timely building infrastructure inspections with local code enforcement and the Fire Marshall.\n\nBoard Meetings
\n\nAttends board meetings as requested, taking meeting minutes if needed. Provides update to the boards on projects assigned to the PM. \nAssists the HOA President in preparation for the annual meeting and open board election process incorporating:\nNotice of meeting/election per Governing Docs\nCall for candidates\nDistribution of proxy ballots\nCoordination of candidate bios and introductions\nPreparation of annual meeting slide deck, in cooperation with each board officer\nPromote casting of ballots and meeting attendance in advance, seeking to meet quorum\nPre-meeting proxy ballot count\nCoordinate meeting process\nIn-meeting final ballot count\n\nFinancial Management
\n\nProcess and properly code all invoices from vendors and service provides via StrongRoom\nVerify and process all employee time cards per pay period, as applicable\nOversee timely and accurate ADP payroll processing each pay period\nReview of monthly financial reports, and provide explanations when relevant\nPreparation of a draft annual operating budget for board’s review and approval, according to the Governing Docs\nAssist Somerset with coordination of state and federal tax filings\nProvide capital project expenditure tracking and G/L coding\n\nFacility Management
\n\nMonitor work order process for open items, with follow through to completion\nMonitor TownSquare communications\nMeet and direct contractors and service providers on site as needed\nReview, learn and monitor the annual Reserve Study process, budget and execution\nWalk all amenities, grounds and BOH areas on a regular basis, making corrections and recommendations\n\nAdministration & Operations
\n\nResponsible for maintaining a consistent level of cleanliness throughout the property. \nEnsures onsite employees are in uniform, name tag with appropriate hygiene and grooming.\nProvides training and resources for employees to conduct their duties with reasonable ease.\nAssists HOA board with bid solicitations on projects and service agreements as assigned.\n\nCommunications
\n\nProvides weekly BOD update\nAssists HOA board on monthly communication to all homeowners\nManages communication channels (TownSquare & BuildingLink) to ensure follow up and protocol is followed\nTrain homeowners on TownSquare and BuildingLink)\nProvide responsive communication and results to any homeowner requests\n\n RequirementsKnowledge and Skills
\n\nResponsiveness to board and homeowners\nProfessional verbal and written communication skills\nConfidentiality and discretion in the performance of all duties and responsibilities.\nEntry level knowledge of Accounting, Financial statements and Managerial reports. \nProficiency with Microsoft Office Suite of product (WORD, Excel, Outlook, etc.)\nDetail orientation with a sense of urgency\n\nEducation and Experience
\n\nBachelor’s Degree preferred.\n1-3 years of department level management experience at property level.\nPrior supervisory experience\n\nWorking Conditions
\n\nTypical office environment\nOn-site tours of existing buildings\nConstruction sites\nLight travel will be required\nAbility to attend evening HOA board meeting\n\n\n#LI-KK2
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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.