Job functions
This role is responsible for all day-to-day, administrative, and financial management aspects necessary for the efficient operation and management of a portfolio of condominiums, HOAs, and Cooperatives.
Essential Duties and Responsibilities
Administration – Financial Reporting & Budget Administration
- Complete responsibility for all management services at the property.
- Maintain records for all aspects of the operation of each Association.
- Prepare written Monthly Management Reports for the Board of Directors, to be discussed during scheduled Board Meetings. The report includes but is not limited to the following information: site inspections reports, progress of subcontractors and/or employee repair and maintenance work, emerging problems with grounds and building recommendations for future action, upcoming contracts, covenant violations, closed cases, insurance status reports, parking and towing violation log, and actions involving security and vandalism.
- Prepare an annual draft budget for the Board’s review and approval.
- Inspect and maintain all common elements to include physical plant that generates energy to all units/homes.
- Act as the liaison for the Board of Directors.
- Ensure that all rules and regulations that govern the Association are enforced.
- Obtain competitive bidding for all contracts based on written specifications, with the final decision made by the Board of Directors.
Property Maintenance
- Negotiate contracts and update the contract analysis for associations.
- Perform weekly inspections of buildings and grounds.
- Perform monthly inspection of preventative maintenance logs and ensures compliance with schedule.
- Ensure quality control of employee workmanship, contractors, and competitive pricing.
- Provide the Association with options regarding energy management and capital expenditures.
- Oversee contractor activities to include receiving certificates of insurance, copies of bonds, manufacturer’s warranties, release of liens, reviewing and enforcing the quality of workmanship and warranties.
- Process incident/accident reports and insurance claims, handle potential litigation requests, and follow through with the direction of the Board of Directors.
- Attendance at Board Meetings per Management Contract Requirements.
- Maintain a calendar of contracts, expiration dates, and key dates in the competitive bidding process for all contracts.
- Maintain all common elements in good working order.
- Ensure and provide for all standard operating procedures for all maintenance activities, develop and maintain preventive maintenance and inventory program for mechanical, plumbing and electrical equipment, common element heating and cooling systems and commonly used spare parts for repairs.
- Provide qualified personnel to conduct annual, and as needed, inspections of the common elements and submit a quarterly inspection report to the Board with the inspectors’ recommendations.
- Develop a description of procedures for contract inspections and performance monitoring.
**This job description does not list all the duties of the job. You may be asked by managers or directors to perform other instructions and duties. You will be evaluated in part based upon your performance of the tasks listed in this job description.**
Qualifications
- Bachelor’s degree preferred
- Minimum three years of Condominium/HOA/Coop management experience
- Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook
- Outstanding organizational, project management and analytical skills.
- Ability to multi-task and prioritize issues on daily basis
- Strong background in customer service and knowledge of building structures
- Ability to read and understand financial reports
- Interact and communicate effectively with all levels of the organization
- Ability to work with and manage a team
- Ability to resolve conflicts
- Hours and commitment
Vehicle
Reliable transportation, a valid driver’s license and proper insurance are necessary as use of personal vehicle is required.
Salary and benefits
Salary is to be determined per annum (or based on experience).
Benefits
Fully paid health/dental/vision insurance, paid time off, and 401(k).
Application Form
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