Onsite Community Association Manager (MPSC101326)

About the role

Manage the daily operations of the assigned community association. Serve as the primary onsite contact for the Board, residents and vendors. Take ownership of financial coordination, property maintenance and project follow-up, working with RealManage support departments and qualified professionals. Carry out Board direction within the management agreement, approved budget and delegated authority.

Responsibilities

• Provide complete, accurate responses to Board questions.
• Include the full Board on Association business unless confidentiality or legal sensitivity requires limited distribution.
• Communicate significant project, vendor, financial, insurance and legal developments proactively.
• Promptly escalate safety concerns, major damage, service disruptions and time-sensitive exposure.
• Deliver a written report every Friday covering completed work, work in progress, pending items, Board decisions needed, upcoming deadlines, financial and contract matters, and significant owner or violation issues.
• Maintain a running task log identifying each open item’s status, responsible party, next action and target date.
• Acknowledge Board requests and track them until completed, cancelled or closed by the Board.
• Follow up with vendors, accounting, attorneys, insurers and other parties.
• Prioritize safety, deadlines, financial exposure, property damage, resident impact and project dependencies.
• Assist with budgets, monthly financial reviews and budget variances.
• Understand operating and reserve funds, owner accounts, payables, receivables, bank reconciliations, capital expenditures and special assessments.
• Coordinate financial issue resolution across RealManage departments.
• Obtain missing documentation, pursue refunds or credits, and support CPA, audit and reserve-study work.
• Explain financial information clearly, verify material details and correct errors promptly.
• Support accessible, auditable records and usable accounting exports.
• Provide approval requests with purpose, location, vendor, scope, cost, background and recommended action.
• Disclose additional service charges and seek prior approval when reasonably possible, consistent with the management agreement.
• Maintain a consistent onsite presence and perform regular property inspections.
• Identify maintenance needs, document conditions and coordinate repairs through approved vendors or maintenance personnel.
• Track preventive maintenance, regulatory inspections and service schedules for elevators, structural and exterior components, and fire and life-safety systems.
• Coordinate capital projects with the Board, contractors and qualified technical professionals.
• Track scope, approvals, schedules, dependencies, warranties and completion.
• Support coastal insurance renewals and claims by coordinating documentation, site access and follow-up.