Association Manager

Job Overview:

As an Association Manager, you'll be responsible for handling all aspects of managing associations in portfolio including contract management, communications with boards of directors and members of the associations, preparation for and follow-through from board meetings, financial statement review, collaboration with co-workers on various issues, and if applicable, management of on-site employees.

Your 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.

Maintenance

• Manage oversight of all necessary maintenance for common elements of an Association
• Develop calendar for all required maintenance and schedule preventive maintenance
• Establish scope of work for projects and oversee maintenance contracts
• Manage ongoing and routine maintenance projects
• Manage capital replacement projects with involvement of third-party consultants as needed
• Visit the property at least one time per week to review services and projects; document conditions requiring attention
• Report to Board of Directors on maintenance issues at the property
• Maintain vendor contacts and communications

Contract Management

• Manage all contracts in portfolio of associations
• Collaborate with contract administrator on aggregate contract management
• Work with Board to identify preferences and opportunities for improvements on contract services and implementation of agreed upon services

Communications

• Develop communications and disseminate information to all Association members about matters of importance in their community
• Write and transmit individual owner correspondence regarding violations of policies or other matters affecting an individual unit owner and copy Board members on such letters
• Communicate with the Association's Board of Directors in a timely manner about significant issues that require Board knowledge or action
• Respond to all emails and phone calls within 24 hours

Financial Management

• Review and approve monthly financial reports in a timely fashion (within 48 hours of statement production)
• Understand monthly profit and loss statements; explain financials to Board of Directors and all members of the Association
• Review and approve all weekly client association disbursements
• Monitor collections efforts by Collections Department and understand well enough to explain basic status and elements of process to the Board
• Assure contract for audit/tax preparation is executed and transmitted to FirstService Residential Controller 30 days prior to end of Association fiscal year
• Develop annual client association budgets and transmit to client Boards for review and approval
• Manage Board of Directors budget review and approval process
• Monitor and facilitate updates to Replacement Reserve Schedule/Capital Expenditure plan

Personnel Management

• Responsible for all on-site personnel employed by FirstService Residential at a client Association with the exception of desk attendants who are a shared responsibility with the On-Site Staff Recruiter/Supervisor
• Create and maintain job descriptions using standard template; submit draft for review and approval from Human Resources Manager
• Collaborate with senior manager and oversee the hiring of qualified employees
• Coordinate the hiring of any employee with the Human Resources Manager
• Train or oversee the training of on-site employees
• Oversee employees obtaining certifications required for successful performance of their duties
• Review employee performance annually with on-site Office Manager and make salary adjustments with input from senior management as appropriate; present salary adjustments to Board for approval
• Document any substandard employee performance issues promptly and bring to attention of Human Resources Manager; seek counsel from Human Resources Manager as needed
• Oversee immediate reporting of all workplace injuries which must be submitted to insurance carrier within 24 hours of incident
• Meet with on-site personnel on a regular, prescheduled basis to understand employee issues and respond accordingly; escalate complex issues to Human Resources Manager
• Oversee employee compliance with FirstService Employee Handbook

Client Association Governance

• Provide required notice of Board meetings, annual meetings, and special meetings
• Oversee fulfillment of all other obligations provided by the governing documents of the Association and the Minnesota Common Interest Ownership Act (MCIOA)

Leadership to Board and Association

• Identify issues of concern within the association community
• Assist the Board in establishing and implementing goals for the association
• Provide or procure advice or resources to Board on issues of interest and/or concern to the membership and the Board

Association – Management Relations

• Review any matters requiring assistance with Senior Manager
• Update Senior Supervising Manager monthly on overall status of account, including review of account issues and questions on range of issues
• Promptly inform management, including transmittal of all relevant facts, regarding any significant disputes within the Association or between the Association and management or between the Association and a vendor serving the Association

Information Management

• Provide administrative personnel with updates on changes in Board members, officers, or Board member contact information, changes in contractor emergency contact information for the Association; inform Human Resources of changes in personnel contact information
• Provide updated financial and non-financial information that is or may be material to disclosures to FirstService Residential Disclosure Administrator
• Fill out insurance information forms promptly and provide to FirstService Residential Insurance Coordinator to obtain timely insurance quotes
• Review, execute, and update disclosures for unit sales prepared by FirstService Residential Disclosure Administrator
• Work with administrative personnel to keep client website updated and ensure homeowners are informed about significant matters within the Association

On-Call Rotation/Support

• Responsible for fielding emergency calls as part of our on-call rotation, approximately two times per year, for 3-4 days consecutive days.
• Coordinate and dispatch the appropriate vendor to respond to the issue.

Attendance

• Must maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor.

Skills & Qualifications:

• Client services, account management, and/or property management experience
• High school diploma or GED required, Associate's or Bachelor's degree in business field or property management preferred
• Practical familiarity with personnel management
• Basic proficiency in MS PowerPoint
• Minimum 4 years of transferable work experience
• Basic proficiency in MS Excel and Word
• Ability to read financial statements
• Ability to build and maintain positive working relationships
• Strong communication skills, written and verbal
• Well-developed interpersonal aptitude
• Excellent organizational abilities
• Effective problem-solver
• Collaborative attitude

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 9 paid holidays, and a 401k with company match.

Compensation:$65,000 - $75,000 annually

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.