Associa
Physical Job Requirements:The 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. Conduct 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. Issue work orders for necessary repairs & maintenanceIssue letters to Homeowners for any violationsInspect vendor and/or contracted work performed prior to paying invoicesFollow up with pending Work Orders to ensure proper completionFollow up with pending violation issues to determine if further action is necessary, i.e., violation fines, etc.Management Job Requirements:A 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.Within 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: Write and send violation notices to HomeownersObtain 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 meetingReview any requests for work outside our normal scope of services, with Supervisor before committing to service. Be Knowledgeable of job duties contract sectionPrepare annual calendar to be supplied to all Board MembersKeep contract expiration dates on spreadsheetSupply specifications and obtain proposals for all work and services to be performedPrepare and distribute Board Packets to Board of Directors seven (7) days in advance of the Board meeting and copy the packet to the SupervisorReview 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.)Prepare Budget draft to Board of Directors pursuant to the Management ContractDistribute budget to owners following IL Condo Act specificationsEmail Action Item Report to Board & Supervisor within 48 after Board MeetingSend 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. Ensure 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.Process Association mailingsRespond to Homeowner correspondence in writingKeep copies of Board meeting minutesSend meeting notice for Board meetings, special meetings, and annual meetingsDistribute newslettersFacilitate Reserve StudyFacilitate annual report filingFacilitate registered agent filingMaintain insurance policy, present bids / renewals to board 30 days prior to expirationObtain monthly legal status report from attorney at least one time per month to be distributed to the Board.Negotiate & execute utility expenses pursuant to the Management ContractMaintain master property files & working filesPurge master files at least one time per year Supervise, hire and fire employees of the association pursuant to the agreement between the Association and AssociaAuthorize the purchase of supplies & tools within the limits of our authority such as cleaning supplies, floor mats for common areas, maintenance supplies, where applicableCreate and facilitate a phased maintenance plan for re-occurring projects such as exterior painting, sealcoating, concrete repair, roof replacement, etc.Ensure the ratification of budget at an open meeting 25 days following distribution of approved budget to ownersPrepare and distribute annual meeting packet to all owners following IL Condo Act/CICAProvide assistance to association attorney, auditor & insurance agent such as compiling documents.Communication Requirements:Communication 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:Return all phone calls and emails within 24 hours or less.Create a strong business relationship with the board of directorsAttend Board and Annual Meetings according to management contractFacilitate on-call/after-hours emergencies. Coordinate and communicate with vendors and Homeowners, as applicableUnderstand and comprehend the governing documentsAct as liaison between these three parties: Homeowners-Board-VendorsUnderstand the responsibilities of the Homeowner and the Association in accordance with the governing documents.Inform Board and Customer Care in emergency situation(s)Facilitate and assist the Board in the running of the meetingsRespond in writing to all correspondence from Homeowners and vendorsAccounting Job Requirements:The 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:Process 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. Process Homeowner chargeback in tasks: charges and/or reversals of fees & finesFacilitate needs with Reserve accounts, including Contributions or Draws. Facilitate and assist in Association audit process as needed.Ensure the proper filing of tax returns Facilitate 70-604 IRS Revenue Resolution to the BoardInsure Annual Budget approval and changes get communicated to Accountant and Sales Department timely. Communicate with Accounting new order/changes/additions/supplemental information needed with monthly statements or annual coupons and ensure order is processedEnsure that the Associations collection policies are enforced. Facilitate the correspondence between the attorney and the Board regarding collection issuesPay fees and/or licenses, if applicable to appropriate municipality such as pool licenses, certificates of occupancy, boiler inspections, elevator inspections, etc.Update bank signature cards when necessary and ensure that accounting has current reserve account statements.Company Requirements:Please refer to the Associa Employee Handbook for a complete list of company requirements. Listed below are some of the requirements specifically applied to the community manager position:Attend monthly all staff meeting, manager meetings and trainings as requested. Follow Dress code for all meetings with the Board, clients, vendors, etc.Always be accessible during business day when working from home. Tasks we Do Not Perform:Equally important are some items a property manager should never do:Don't talk to the press; if ever asked, use the phrase "No Comment" and inform the Executive TeamWe do not sign anything, especially contracts.We do not take minutes at Board MeetingsWe do not work between 5pm on Fridays and 8am on Mondays, with exceptions of On-Call duty and emergencies.We do not open or close property Reserve Accounts.Coordinate large capitol jobs5+ Years of experience, CAM licensePay is $100K plus .....depending on experienceUnion Local 1 experience required