Associa
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Community Association Manager
role at
Associa .
Overview With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
Responsibilities
Conduct weekly property walks to identify items needing attention or repair, perform necessary maintenance, and enforce the Association Rules and Regulations during inspections, including balcony, parking or pet violations and exterior alterations.
Issue work orders for repairs and maintenance
Issue letters to Homeowners for violations
Inspect vendor and contracted work prior to paying invoices
Follow up on pending work orders to ensure proper completion
Follow up on pending violation issues to determine if further action is necessary such as fines
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 findings to document each visit.
Administrative/Management Responsibilities
Write and send violation notices to Homeowners
Obtain all contracts for the Association by presenting a minimum of 3 bids for service contracts such as pool landscape snow removal insurance scavenger etc and project contracts such as sealcoating roofing concrete painting etc. When obtaining bids establish set specifications and a deadline for their receipt at least 10 days prior to board meetings
Review requests for work outside normal scope of services with Supervisor before committing
Be Knowledgeable of job duties and contract sections
Prepare annual calendar to be supplied to Board Members
Keep contract expiration dates on a spreadsheet
Supply specifications and obtain proposals for all work and services to be performed
Prepare and distribute Board Packets to Board of Directors seven days in advance of the Board meeting and copy the packet to the Supervisor
Review and distribute monthly financial statements with Financial Narrative to Board Members by end of month for prior month financial
Prepare Budget draft to Board of Directors pursuant to the Management Contract
Distribute budget to owners following IL Condo Act specifications
Email Action Item Report to Board and Supervisor within 48 hours after Board Meeting
Send Weekly Update Report to Board and Supervisor highlighting progress on tasks and 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 and special projects
Process Association mailings
Respond to Homeowner correspondence in writing
Keep copies of Board meeting minutes
Send meeting notice for Board meetings special meetings and annual meetings
Distribute newsletters
Facilitate Reserve Study
Facilitate annual report filing
Facilitate registered agent filing
Maintain insurance policy present bids renewals to board 30 days prior to expiration
Obtain monthly legal status report from attorney at least one time per month to be distributed to the Board
Negotiate and execute utility expenses pursuant to the Management Contract
Maintain master property files and working files
Purge master files at least once per year
Supervise, hire and fire employees of the association pursuant to the agreement between the Association and Associa
Authorize the purchase of supplies and tools within the limits of our authority such as cleaning supplies floor mats for common areas maintenance supplies where applicable
Create and facilitate a phased maintenance plan for recurring projects such as exterior painting sealcoating concrete repair roof replacement
Ensure the ratification of budget at an open meeting 25 days following distribution of approved budget to owners
Prepare and distribute annual meeting packet to all owners following IL Condo Act and CICA
Provide assistance to association attorney auditor and insurance agent such as compiling documents
Communication Requirements
Return all phone calls and emails within 24 hours or less
Create a strong business relationship with the board of directors
Attend Board and Annual Meetings according to management contract
Coordinate on call and after hours emergencies. Coordinate and communicate with vendors and Homeowners as applicable
Understand and comprehend the governing documents
Act as liaison between Homeowners Board and Vendors
Understand the responsibilities of the Homeowner and the Association in accordance with the governing documents
Inform Board and Customer Care in emergency situations
Facilitate and assist the Board in the running of the meetings
Respond in writing to all correspondence from Homeowners and vendors
Accounting Job Requirements
Process invoices online at minimum three times a week. Unpaid invoices 30 days should have note detailing reason for delay
Process Homeowner chargebacks and reversals of fees and fines
Facilitate needs with Reserve accounts including Contributions or Draws
Facilitate and assist in Association audit process as needed
Ensure proper filing of tax returns
Facilitate IRS Revenue Resolution to the Board
Ensure annual budget approval and changes get communicated to Accountant and Sales Department timely
Communicate with Accounting new orders changes additions and supplemental information needed with monthly statements or annual coupons and ensure order is processed
Enforce the Associations collection policies and facilitate the correspondence between the attorney and the Board regarding collection issues
Pay fees and or licenses as applicable to the appropriate municipality such as pool licenses certificates of occupancy boiler inspections elevator inspections
Update bank signature cards when necessary and ensure that accounting has current reserve account statements
Company Requirements
Attend monthly all staff meetings manager meetings and trainings as requested
Follow Dress code for all meetings with the Board clients and vendors
Always be accessible during the business day when working from home
Tasks We Do Not Perform
Do not talk to the press; if asked respond with No Comment and inform the Executive Team
We do not sign anything especially contracts
We do not take minutes at Board Meetings
We do not work between 5 pm Friday and 8 am Monday with exceptions for on call duty and emergencies
We do not open or close property Reserve Accounts
Coordinate large capital projects
Requirements
5 plus years of experience; CAM license
Union Local 1 Experience Required 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
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Marketing and Sales
#J-18808-Ljbffr
Community Association Manager
role at
Associa .
Overview With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
Responsibilities
Conduct weekly property walks to identify items needing attention or repair, perform necessary maintenance, and enforce the Association Rules and Regulations during inspections, including balcony, parking or pet violations and exterior alterations.
Issue work orders for repairs and maintenance
Issue letters to Homeowners for violations
Inspect vendor and contracted work prior to paying invoices
Follow up on pending work orders to ensure proper completion
Follow up on pending violation issues to determine if further action is necessary such as fines
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 findings to document each visit.
Administrative/Management Responsibilities
Write and send violation notices to Homeowners
Obtain all contracts for the Association by presenting a minimum of 3 bids for service contracts such as pool landscape snow removal insurance scavenger etc and project contracts such as sealcoating roofing concrete painting etc. When obtaining bids establish set specifications and a deadline for their receipt at least 10 days prior to board meetings
Review requests for work outside normal scope of services with Supervisor before committing
Be Knowledgeable of job duties and contract sections
Prepare annual calendar to be supplied to Board Members
Keep contract expiration dates on a spreadsheet
Supply specifications and obtain proposals for all work and services to be performed
Prepare and distribute Board Packets to Board of Directors seven days in advance of the Board meeting and copy the packet to the Supervisor
Review and distribute monthly financial statements with Financial Narrative to Board Members by end of month for prior month financial
Prepare Budget draft to Board of Directors pursuant to the Management Contract
Distribute budget to owners following IL Condo Act specifications
Email Action Item Report to Board and Supervisor within 48 hours after Board Meeting
Send Weekly Update Report to Board and Supervisor highlighting progress on tasks and 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 and special projects
Process Association mailings
Respond to Homeowner correspondence in writing
Keep copies of Board meeting minutes
Send meeting notice for Board meetings special meetings and annual meetings
Distribute newsletters
Facilitate Reserve Study
Facilitate annual report filing
Facilitate registered agent filing
Maintain insurance policy present bids renewals to board 30 days prior to expiration
Obtain monthly legal status report from attorney at least one time per month to be distributed to the Board
Negotiate and execute utility expenses pursuant to the Management Contract
Maintain master property files and working files
Purge master files at least once per year
Supervise, hire and fire employees of the association pursuant to the agreement between the Association and Associa
Authorize the purchase of supplies and tools within the limits of our authority such as cleaning supplies floor mats for common areas maintenance supplies where applicable
Create and facilitate a phased maintenance plan for recurring projects such as exterior painting sealcoating concrete repair roof replacement
Ensure the ratification of budget at an open meeting 25 days following distribution of approved budget to owners
Prepare and distribute annual meeting packet to all owners following IL Condo Act and CICA
Provide assistance to association attorney auditor and insurance agent such as compiling documents
Communication Requirements
Return all phone calls and emails within 24 hours or less
Create a strong business relationship with the board of directors
Attend Board and Annual Meetings according to management contract
Coordinate on call and after hours emergencies. Coordinate and communicate with vendors and Homeowners as applicable
Understand and comprehend the governing documents
Act as liaison between Homeowners Board and Vendors
Understand the responsibilities of the Homeowner and the Association in accordance with the governing documents
Inform Board and Customer Care in emergency situations
Facilitate and assist the Board in the running of the meetings
Respond in writing to all correspondence from Homeowners and vendors
Accounting Job Requirements
Process invoices online at minimum three times a week. Unpaid invoices 30 days should have note detailing reason for delay
Process Homeowner chargebacks and reversals of fees and fines
Facilitate needs with Reserve accounts including Contributions or Draws
Facilitate and assist in Association audit process as needed
Ensure proper filing of tax returns
Facilitate IRS Revenue Resolution to the Board
Ensure annual budget approval and changes get communicated to Accountant and Sales Department timely
Communicate with Accounting new orders changes additions and supplemental information needed with monthly statements or annual coupons and ensure order is processed
Enforce the Associations collection policies and facilitate the correspondence between the attorney and the Board regarding collection issues
Pay fees and or licenses as applicable to the appropriate municipality such as pool licenses certificates of occupancy boiler inspections elevator inspections
Update bank signature cards when necessary and ensure that accounting has current reserve account statements
Company Requirements
Attend monthly all staff meetings manager meetings and trainings as requested
Follow Dress code for all meetings with the Board clients and vendors
Always be accessible during the business day when working from home
Tasks We Do Not Perform
Do not talk to the press; if asked respond with No Comment and inform the Executive Team
We do not sign anything especially contracts
We do not take minutes at Board Meetings
We do not work between 5 pm Friday and 8 am Monday with exceptions for on call duty and emergencies
We do not open or close property Reserve Accounts
Coordinate large capital projects
Requirements
5 plus years of experience; CAM license
Union Local 1 Experience Required 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
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Marketing and Sales
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