Commercial Portfolio Manager

About the role

The Portfolio Manager reports to and receives general supervision and direction from the Director of Commercial Property Management. The Portfolio Manager effectively manages the properties in the portfolio according to CPM Standard Operating Procedure and Policy as well as each Association's Bylaws, Declarations and Policy & Procedures. The Commercial Portfolio Manager is responsible for the overall management, administration, and operation of commercial property owners' associations, business parks, office condominium associations, mixed-use developments, retail and commercial common-interest communities. This role serves as the primary liaison between property owners, Board members, tenants, vendors, and service providers while ensuring compliance with governing documents, maintaining common areas, managing budgets, and supporting the association's strategic objectives.

Responsibilities

• Maintain full working knowledge of all CPM operating policies and procedures, CINC modules, Strongroom and HomeWise.
• Effectively communicate, instruct, and motivate CPM employees in all phases of association management policies and procedures.
• Guide and assist the Board of Directors in operating the property and the Association.
• Prepare owners notices, replies to owner correspondences, provide insurance company information and recommendations.
• Represent CPM to owners, government, contractors, suppliers, etc.
• Negotiate contracts and update contract analysis for associations.
• Perform weekly inspections of buildings and grounds.
• Perform monthly inspections of preventative maintenance logs and ensure compliance with schedule.
• Ensure quality control of employee workmanship, contractors, and competitive pricing.
• Provide Association with options regarding energy management and capital expenditures.
• Prepare written Monthly Management Reports for the Board of Directors, to be discussed during scheduled Board Meetings.
• Prepare annual draft budget for the Board's review and approval.
• Inspect and maintain all common elements.
• Act as the liaison for the Board of Directors and facilitate communication between the Board, owners, tenants, and vendors.
• 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 based on the property manager's recommendations.
• 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, insurance claims, handle potential litigation requests, and follow through with the direction of the Board of Directors.
• Maintain a calendar of contracts, expiration dates, and key dates in the competitive bidding process for all contracts.
• 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.
• Develop description of procedures for contract inspections and performance monitoring.
• Perform resale inspections, and annual inspections, as necessary.
• Recommend and report to the Board improvements needed on the property.
• Prepare and implement annual budget along with working capital reserve projects.
• Authorize purchases and approve invoices for payment, and ensure release of lien is signed before providing final payment.
• Coverage insurance renewals and claim processing.

Requirements

• Experienced commercial property/association management professional with 5+ years managing commercial associations, business parks, office condominiums, mixed-use developments, or commercial common-interest communities.
• Strong relationship builder and communicator who can partner effectively with Boards of Directors, owners, tenants, vendors, contractors, and other stakeholders while serving as a trusted liaison.
• Operationally and financially disciplined leader with experience in budgeting, reserve planning, vendor oversight, contract negotiation, inspections, preventive maintenance, compliance, and capital improvement planning.

Qualifications

• Bachelor’s degree in Business Administration, Property Management, Real Estate, Public Administration or related field preferred.
• 5+ years of commercial association management, commercial property management, or community association management experience.
• Experience in contract negotiation, vendor oversight, and project management.
• Knowledge of governing documents and compliance requirements.
• Experience working directly with Boards of Directors and stakeholders.

Skills

• Knowledge of association governance, budgeting, reserve planning, and contract administration.
• Experience with CPM Standard Operating Procedure and Policy, CINC modules, Strongroom, and HomeWise.
• Excellent public relations and communication skills.
• Ability to negotiate contracts and oversee vendor oversight.
• Proficiency in managing budgets and overseeing capital improvement planning.

Benefits

• Opportunity to manage a diverse portfolio of properties and communities.
• Global resources and local expertise combined for comprehensive property management solutions.
• Opportunities for career growth and development within a dynamic and innovative organization.

Pay

Competitive compensation package commensurate with experience.

Schedule

Full-time position with flexible hours to accommodate the needs of the role and the community.