Portfolio CAM-Lake County

About the role

The Portfolio Community Association Manager is accountable for managing the operations of the community Homeowners' Association ("Association"), as required in the governing documents, applicable state law, and the agreement. Responsibilities include achieving targeted financial and service levels, creating social opportunities that enhance the quality of life and sense of community for residents, and maintaining owners' property values.

Responsibilities

• Teamwork

  Contribute to trust, confidence, and respect among the HOA Board, staff, resident volunteers, and vendors by completing tasks in a timely and effective manner, ensuring an exceptional client and owner experience.

• Maintenance

  Ensure all Association buildings, amenities, landscape, and other common areas are maintained cost-effectively and kept operational in a clean, safe, attractive, environmentally friendly, and compliant condition.

  • Routine Daily Maintenance

    Identify and document daily maintenance requirements (e.g., mowing, weeding, trash removal, cleaning, water chemical balancing); develop work schedules; roster staff to meet changing business needs; provide tools, processes, and training; and monitor performance weekly.

  • Preventative/Cyclic Maintenance

    Consult with suppliers and review codes to establish and implement an annual preventative maintenance schedule.

  • Emergency Maintenance

    Identify planned and emergency maintenance needs through regular inspections and homeowner feedback; record and prioritize issues; respond to emergencies in a timely and customer-oriented manner.

  • Replacement Maintenance

    Conduct a zero-based reserve study every 5 years and update annually; prepare a draft Reserve Budget each year for Board review; implement approved projects in a timely and cost-effective manner.

• Finance

  Contribute to the liquidity of the Association by preparing effective draft budgets, paying invoices accurately and on time, avoiding late fees and penalties, optimizing cash flow, preparing and distributing monthly financial statements, monitoring performance, and taking corrective action as required.

• Purchasing

  Ensure the timely and cost-effective acquisition of goods and services by identifying needs, specifying requirements (using an RFP when required), seeking prices in line with purchasing guidelines, and using contract templates to minimize risk.

• Safety & Risk Management

  Minimize loss by developing and implementing emergency and disaster preparedness plans, monitoring property access controls, overseeing water quality, reviewing and analyzing incidents, accidents, and near misses, enforcing policies and regulations, identifying and implementing staff training, and modeling a safety culture.

• Governance

  Ensure compliance with legal obligations by staying abreast of legislative changes affecting the industry, continuing professional development, acting as a subject matter expert for the Board, and seeking attorney advice when appropriate.