Portfolio Property Manager

The Company
Are you the missing piece? As North America's leading property management company, we know the
value of fitting in with a local team, of being part of a well-oiled machine, but empowered to act when
needed. We are looking for energetic, adaptable people who understand that they are part of something
larger and want a long-lasting career creating human connections. Our associates are the reason for our
success, so we recruit quality people who will always do what's right and build great relationships with the
residents of the communities we serve. At FirstService Residential, we live our values every day. If you
are passionate about helping people live better lives and are looking for an environment with room for
career growth, you're in the right place!
Job Responsibilities
Provide strong leadership and management direction on behalf of Board of Directors and First Service
Residential. Key responsibility is to oversee the entire operation and consistently adhere to and execute
the mission and vision of the Board and community. Manager position has oversight of all aspects related
to the business and operations of the community. The purpose of this role is to create a single point of
contact in the community, enhance communication and create effective oversight of staff and operations.
Manager has the sole duty of the day-to-day operations, legal compliance and overall oversight of the
association and staff.
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.
Regular attendance and punctuality
Provide leadership and direction in the development of short-term and long-range plans. Develop
recommendations for goals and action plans to achieve Board objectives. Lead annual goal
setting.
Review organization structure, job descriptions, and functions. Make recommendations to the
Board as to any potential changes.
Partner with public, private and volunteer organization to provide community services when
necessary.
Support the activities of the various Board sub-committees.
Knowledge of all Community Governing documents. Provide recommendations on revisions.
Continual process of seamless connection between the Board of Directors and committees.
Provide community leadership and guidance to ensure that the needs or desires of the
homeowners are being addressed.
In partnership with the Board, create, or cause to be created, and implement the annual working
budget, subject to approval by the Board of Directors.
Monitor and report on the monthly financial position of the association.
Provide leadership to each meeting involving the Board of Directors in terms of agenda support
and written and oral reports. Summarize the priorities of each meeting with appropriate follow up.
Recruit, hire, train and supervise all community staff in accordance with the documented
management plan, if applicable.
Work closely with local emergency organizations to maintain established emergency and
community evacuation plans as appropriate.
As appropriate, confer with other departments, divisions and outside agencies, including
community groups and organizations. Identify, develop and implement programs to meet
community needs.
Assess and monitor community needs: identify opportunities for improving service delivery
methods and procedures and developing new programs. Implement programs or improvements.
Attend and participate in professional group meetings. Stay abreast of new trends and
innovations in fields of community management and community programming.
On-site visibility throughout the common areas and facilities.
Understanding of all agreements for corporate implementation.
Ensure adherence to master calendar, maintenance calendar, association budgets and subsidy
program.
Review corporation policies on an ongoing basis to ensure compliance with civil code, declaration
and other requirements of governing institutions.
Perform building inspections of interior and exterior of property and prepare action plan for
opportunities.
Shall at all times ensure due diligence for the protection of client's funds, property and assets
against all reasonably foreseeable contingencies or losses.
Additional Duties & Responsibilities
Practice and adhere to FirstService Residential Global Service Standards.
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 guidelines.
Ensure all safety precautions are followed while performing the work.
Follow all policies and Standard Operating Procedures as instructed by Management.
Assure that the policies, resolutions and goals of the Board are carried out
Have general knowledge and understanding of building systems and components
Be available to be on-call to handle after-hours emergencies
Provide input and assist the Board with the preparation of the Association's annual budget
Attend regular meetings of the Finance Committee, if any, to review the Association's fiscal and
financial status
Coordinate receipt and review of invoices for services and ensure timely payment of bills
Assist Association and In House counsel on collection matters and monitor maintenance fee
accounts
Verify checks when returned from Accounting. Ensure that all invoicing backup is attached to
check and duplicate payments are not received.
Correct any errors prior to Board signature.
Mail original invoices and 1 copy of package to Client Accounting.
Prepare specifications needed for all services received by the Association (e.g., landscaping,
snow, trash, insurance, pool, etc.)
Manage bid process, review bid spec proposals and comparison spreadsheets and make Board
recommendations as appropriate.
Negotiate Association contracts for routine services, subject to the Board's approval, and
Association counsel as needed.
Manage vendor relations
Log work requests in Connect and generate work orders for maintenance staff and/or contractors
Complete and submit all required paperwork for closings, credits, charges, etc.
Conduct regular property inspections to ensure compliance with Association Rules and
Regulations.
Ensure maintenance of all files, records and correspondence in accordance with company
procedures and good business practices
Attend all Board meetings
Prepare Board meeting agenda, monthly management report and all other reports and material
needed for Board Packet; distribute one week in advance of meeting
Prepare and maintain log of violations in Connect.
Update resale/governing document books, when applicable
Assist Board in transferring control from the developer to the owners, if applicable
Coordinate activities of association professionals including attorneys, auditing firms and
engineering firms
Act as liaison for designated committees
Serve as liaison for committee, if appropriate
Establish an annual calendar indicating all association activity, deadlines, election, meetings,
projects, etc.
Review and be familiar with all policies of insurance to ensure adequate coverage
Update homeowner directory and create new homeowner file.
Update and maintain community information in Connect
Utilize Connect's Resident Alert feature in order to keep homeowners apprised of Association
activities and important updates, subject to Board authorization
Provide customer service assistance to homeowners as needed.
Assist with homeowners' calls and inquires and respond accordingly or direct to the appropriate
party.
Log all homeowner inquires in Connect Call Log
Attend regular Membership meetings
Assist with preparation of newsletter, where applicable
Perform any range of special projects, tasks and other related duties as assigned.
Supervisory Responsibility
On-site staff where applicable.
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.
A minimum of seven years of successful community management experience or equivalent
professional experience in a related field, with at least 4 of those years responsible for a staff with
a variety of expertise, background and job assignments.
Management experience in a small or medium-sized organization including responsibility for more
than one functional department or division preferred.
Understanding of physical building management, Condominium law, financial planning and law
affecting property management.
Valid Driver's License and State Mandated Vehicle Insurance
Commitment to obtain CPM, PCAM, ARM or AMS designations or equivalent.
Knowledge, Skills & Proficiencies
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 required.
Is committed to continual learning as evidenced by attendance at industry programs and industry
and educational opportunities that enhance interpersonal skills.
Display strong written skills and publish appropriate documentation as directed to create the
legacy for the corporation; particularly in the area of operations, and relationship management.
Directly interact with the staff of the association/community and the designated Board of Directors
within the governance model for the purpose of advisement and ultimate implementation of Board
directives.
Possess budgetary knowledge and control for the purpose(s) of executing programs within the
community as well as related activities that may be cost-shared for the benefit of the community.
Display a community posture that positively represents the vision of the association/community.
Effectively communicate so as to instill confidence in the homeowners that reside within the
community as well as the public that may interact through designated programs.
Intermediate knowledge of Microsoft Applications, especially Word and Excel
Must be goal minded and possess a self-starting drive to get the job done.
Ability to listen to others, collaborate, and resolve conflict.
Protect the confidential nature of the work as appropriate
Executive decision-making capabilities.
Demonstrates good client interaction and visibility.
Demonstrates effective oral and written communication skills.
Organizational and time management abilities with the ability to implement and monitor progress
for successful completion; working well under pressure and deadlines.
Excellent problem solver; demonstrates ability to use creative alternatives.
Has a working knowledge of legislation impacting property management.
Works effectively with coworkers, clients, customers, and others by sharing ideas in a
constructive and positive manner; addresses problems and issues constructively to find mutually
acceptable and practical business solutions.
Strong ethical practices.
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office
equipment.
Physical Requirements / Working Environment
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 essential functions.
Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and
moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must
also be able to climb several flights of stairs if necessary.
Must be able to sit and 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.
Must have finger dexterity for typing/using a keyboard.
Must be mobile enough to move around both the office in order to make copies, send mail and
faxes and to walk around the property. This could include lengthy walks on uneven areas.
Talking and hearing occur continuously in the process of communicating with guests, supervisors,
and other associates.
Capable of working extended hours, to include evenings, weekends and holidays as necessary.
This position may alternate between working indoors in a controlled climate and with proper
lighting, to an outdoors setting with variable climate and lighting.
Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with
good reasoning skills.
Must be able to work on more than one assignment at a time with frequent interruptions, changes
and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under
such circumstances. For safety reasons, employee must remain alert to working conditions and
aware of safety, health, and environmental concerns.
Must be able to work ef