Portfolio Manager

About the role

Effectively manage properties in the portfolio according to CPM Standard Operating Procedure and Policy as well as each Association's Bylaws, Declarations and Policy & Procedures, minimizing delinquency and expense while providing quality service and creating value for the association and its owners.

Responsibilities

• Public Relations
  • Guide and assist the Board of Directors in operating the property and the Association.
  • Work directly with the Board President to provide recommendations and assistance as needed.
  • Prepare owner notices, reply to owner correspondences, and provide insurance company information and recommendations.
  • Represent CPM to owners, government, contractors, suppliers, etc.
• Property Maintenance
  • Negotiate contracts and update contract analysis for associations.
  • Perform weekly inspections of buildings and grounds.
  • Perform monthly inspection 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.
• Administration – Financial Reporting & Budget Administration
  • Prepare written monthly management reports for the Board of Directors, including:
    • Site inspection reports
    • Progress of subcontractors and/or employee repair and maintenance work
    • Emerging problems with grounds and building recommendations for future action
    • Upcoming contracts
    • Covenant violations
    • Closed cases
    • Insurance status reports
    • Parking and towing violation log
    • Actions involving security and vandalism
  • 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.
  • 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 and 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.
  • Maintain all common elements in good working order.
  • 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.
  • Provide qualified personnel to conduct annual and as-needed inspections of the common elements and submit a quarterly inspection report to the Board with the property manager's recommendations.
  • Develop description of procedures for contract inspections and performance monitoring.
• Capital Improvements & Physical
  • Recommend and report to the Board improvements needed on the property.
  • Inform Board of Directors of property physical needs.
  • 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.

Requirements

• CMCA license required
• Proven experience managing a portfolio of HOA, condominium, multifamily, or residential communities, including single-family, townhome, and high-rise associations
• Strong knowledge of association governing documents, including bylaws, declarations, rules, policies, and operating procedures
• Experience partnering directly with Boards of Directors, including preparing meeting materials, presenting monthly management reports, and providing operational and financial recommendations
• Demonstrated ability to manage association budgets, financial reporting, delinquencies, expenses, reserve projects, invoice approvals, and annual budget preparation
• Knowledge of capital improvements, energy-management options, insurance claims, incident reporting, and maintenance planning