Portfolio Manager

The CompanyAre you the missing piece? As North America’s leading property management company, we know thevalue of fitting in with a local team, of being part of a well-oiled machine, but empowered to act whenneeded. We are looking for energetic, adaptable people who understand that they are part of somethinglarger and want a long-lasting career creating human connections. Our associates are the reason for oursuccess, so we recruit quality people who will always do what’s right and build great relationships with theresidents of the communities we serve. At FirstService Residential, we live our values every day. If youare passionate about helping people live better lives and are looking for an environment with room forcareer growth, you’re in the right place!Job ResponsibilitiesProvide strong leadership and management direction on behalf of Board of Directors and First ServiceResidential. Key responsibility is to oversee the entire operation and consistently adhere to and executethe mission and vision of the Board and community. Manager position has oversight of all aspects relatedto the business and operations of the community. The purpose of this role is to create a single point ofcontact 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 theassociation and staff.Essential Duties & ResponsibilitiesThe job duties listed are typical examples of the work performed by positions in this job classification. Notall duties assigned to every position are included, nor is it expected that all positions will be assignedevery duty. Regular attendance and punctuality Provide leadership and direction in the development of short-term and long-range plans. Developrecommendations for goals and action plans to achieve Board objectives. Lead annual goalsetting. Review organization structure, job descriptions, and functions. Make recommendations to theBoard as to any potential changes. Partner with public, private and volunteer organization to provide community services whennecessary. 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 thehomeowners are being addressed. In partnership with the Board, create, or cause to be created, and implement the annual workingbudget, 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 supportand 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 documentedmanagement plan, if applicable. Work closely with local emergency organizations to maintain established emergency andcommunity evacuation plans as appropriate. As appropriate, confer with other departments, divisions and outside agencies, includingcommunity groups and organizations. Identify, develop and implement programs to meetcommunity needs. Assess and monitor community needs: identify opportunities for improving service deliverymethods and procedures and developing new programs. Implement programs or improvements. Attend and participate in professional group meetings. Stay abreast of new trends andinnovations 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 subsidyprogram. Review corporation policies on an ongoing basis to ensure compliance with civil code, declarationand other requirements of governing institutions. Perform building inspections of interior and exterior of property and prepare action plan foropportunities. Shall at all times ensure due diligence for the protection of client’s funds, property and assetsagainst 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 ethicalconduct. 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 additionalmaterial and supplies. May participate in any variety of meetings and work groups to integrate activities, communicateissues, obtain approvals, resolve problems and maintain specified level of knowledge pertainingto 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 andfinancial 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 feeaccounts Verify checks when returned from Accounting. Ensure that all invoicing backup is attached tocheck 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 Boardrecommendations as appropriate. Negotiate Association contracts for routine services, subject to the Board’s approval, andAssociation 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 andRegulations. Ensure maintenance of all files, records and correspondence in accordance with companyprocedures and good business practices Attend all Board meetings Prepare Board meeting agenda, monthly management report and all other reports and materialneeded 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 andengineering 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 Associationactivities 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 appropriateparty. 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 ResponsibilityOn-site staff where applicable.Education & Experience Bachelor’s Degree in Business or related field from an accredited college or university, and threeyears’ experience in Property Operations, Hospitality or Construction; or equivalent combinationof education and experience. Must have any state specific certifications and licenses or they arepreferable of not required by the state. A minimum of seven years of successful community management experience or equivalentprofessional experience in a related field, with at least 4 of those years responsible for a staff witha variety of expertise, background and job assignments. Management experience in a small or medium-sized organization including responsibility for morethan one functional department or division preferred. Understanding of physical building management, Condominium law, financial planning and lawaffecting property management. Valid Driver’s License and State Mandated Vehicle Insurance Commitment to obtain CPM, PCAM, ARM or AMS designations or equivalent.Knowledge, Skills & ProficienciesTo 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 industryand educational opportunities that enhance interpersonal skills. Display strong written skills and publish appropriate documentation as directed to create thelegacy 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 Directorswithin the governance model for the purpose of advisement and ultimate implementation of Boarddirectives. Possess budgetary knowledge and control for the purpose(s) of executing programs within thecommunity 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 thecommunity 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 progressfor 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 aconstructive and positive manner; addresses problems and issues constructively to find mutuallyacceptable and practical business solutions. Strong ethical practices.Tools & Equipment UsedComputer and peripherals, standard and customized software applications and tools, and usual officeequipment.Physical Requirements / Working EnvironmentThe physical demands described here are representative of those that must be met by an associate tosuccessfully perform the essential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions. Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying andmoving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Mustalso 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 resolveissues 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 andfaxes 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 properlighting, 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 withgood reasoning skills. Must be able to work on more than one assignment at a time with frequent interruptions, changesand delays. Must be able to remain focused and work effectively, efficiently, and cheerfully undersuch circumstances. For safety reasons, employee must remain alert to working conditions andaware of safety, health, and environmental concerns. Must be able to work effectively and cheerfully in an environment which may be stressful due toadversarial situations resulting from the proper performance of duties.Reasonable accommodations may be made to enable individuals with disabilities to perform the essentialfunctions. Hours over and above normal office hours will occur, including evenings, holidays, and someweekends. Schedule is subject to change based on business needs.TravelOccasional travel to Regional offices for meetings may be required.DisclaimerThe above information on this description has been designed to indicate the general nature and level ofwork performed by employees within this classification. It is not designed to contain or be interpreted as acomprehensive inventory of all duties, responsibilities, and qualifications required of employees assignedto this job. This is not an all-inclusive job description; therefore, management has the right to assign orreassign schedules, duties and responsibilities to this job at any time.