LCAM Portfolio Association Manager

About the Role

The Portfolio Manager coordinates and manages all services necessary for the effective administration, maintenance, and operation of assigned community associations. Serving as the primary liaison between the Board of Directors, residents, vendors, and the management company, the Portfolio Manager ensures communities are maintained in accordance with governing documents, budgets, and company standards while overseeing day-to-day operations.

Responsibilities

• Conduct routine inspections of assigned properties by walking, driving, or other appropriate methods to identify maintenance needs, architectural violations, and rule violations. Prepare and distribute property inspection reports detailing observations and recommendations.
• Monitor the overall condition and appearance of the property to ensure community standards are maintained.
• Obtain bids and proposals for services and projects (minimum of three bids for contracts exceeding $500). Assist in preparing specifications for projects such as landscaping, pool maintenance, paving, roofing, painting, and other association needs.
• Verify that all contractors maintain appropriate licensing and insurance coverage. Assist the Board of Directors in selecting vendors and contractors in the best interest of the Association. Ensure contracts and agreements are performed in accordance with their terms.
• Attend meetings of the Board of Directors, including monthly evening meetings and the Annual Members’ Meeting. Assist in planning meetings, provide professional guidance, and assess progress to assign priorities for action.
• Prepare regular written management reports summarizing business conducted on behalf of the Association, including:
  • Status updates on projects in progress
  • Work orders completed and pending
  • Vendor inspection reports
  • Preventive maintenance recommendations
  • Updates on bids being obtained
  • Sales and rental activity
  • Status of liens and foreclosures
  • Accounts receivable reports
  • Other operational data requested by the Board
• Manage Association correspondence and maintain professional communication with Board members, residents, and vendors. Establish and maintain positive working relationships within the community.
• Assist the Board in enforcing Association rules and regulations. Receive and investigate written complaints regarding violations of governing documents. Issue written notices of violations when requested by the Board or in accordance with established policy.
• Review and approve payroll for employees assigned to the property when applicable. Review and code vendor invoices prior to payment to the appropriate accounts. Assist in monitoring the Association’s budget and operational expenses.
• Assist the Board in obtaining and evaluating bids for Association insurance. Ensure insurance claims are submitted in a timely manner when directed by the Board.
• Track architectural change requests submitted by homeowners. Inspect projects during construction and upon completion to ensure compliance with approved plans and community guidelines.
• Be available for consultation regarding incidents requiring management intervention.
• Maintain and update association websites when applicable.
• Create and monitor action plans for issues raised by the Board in coordination with the Regional Director.
• Ensure coordination between property operations and corporate support services. Monitor vendor contract compliance and service performance.
• Assist with training new staff assigned to the property when necessary. Support the implementation of company policies and procedures.

Requirements

• Ability to lift up to 10 pounds occasionally.
• Extensive use of fingers and hands for typing and computer use.
• Ability to sit or stand for extended periods of time.
• Ability to conduct routine property inspections, which may include walking throughout the community to determine maintenance and security needs.
• Exposure to cleaning products, dust, dirt, and varying weather conditions including heat, cold, and humidity during property inspections.
• Frequent interaction with residents, vendors, Board members, and the public.
• Work performed in a fast-paced environment with frequent interruptions and competing priorities.