Community Association Manager

COMMUNITY MANAGER JOB RESPONSIBLILTIES

Physical Job Requirements:

The first rule in property management is that you must see the property.  A property manager is responsible for walking the property on a regular basis and preparing a report of finding to document each visit. 

1. Conduct Weekly Property Walks: Look for items which need to be addressed and repaired, necessary maintenance, ensure employees are doing jobs. Enforcing the Association’s Rules & Regulations is also part of the property inspections. Look for items such as balcony violations, parking issues, pet violations, alterations to exteriors, etc. 
2. Issue work orders for necessary repairs & maintenance
3. Issue letters to Homeowners for any violations
4. Inspect vendor and/or contracted work performed prior to paying invoices
5. Follow up with pending Work Orders to ensure proper completion
6. Follow up with pending violation issues to determine if further action is necessary, i.e., violation fines, etc.

Management Job Requirements:

A community manager is responsible for the day-to-day operations of the property(s). A high level of administrative skill is required as well as a thorough knowledge and understanding of the property’s projects, contracts, events, etc.

Within this area of responsibility is organization.  The key to successful management of the property(s) is organization, Associa has provided a format for administrative organization that is outlined in the description.  It is the responsibility of the Community Manager to adhere to this organizational system to ensure consistency within the company.  The following is a partial list of administrative responsibilities:

1. Write and send violation notices to Homeowners
2. Obtain all contracts for the Association(s) by presenting a min. of 3 bids. Included are service contracts: pool, landscape, snow removal, insurance, scavenger, etc., and project contracts: sealcoating, roofing, concrete, painting, etc. When obtaining bids, establish set specifications for all bidders to follow and a deadline for their receipt at least 10 days prior to board meeting
3. Review any requests for work outside our normal scope of services, with Supervisor before committing to service.
4. Be Knowledgeable of job duties contract section
5. Prepare annual calendar to be supplied to all Board Members
6. Keep contract expiration dates on spreadsheet
7. Supply specifications and obtain proposals for all work and services to be performed
8. Prepare and distribute Board Packets to Board of Directors seven (7) days in advance of the Board meeting and copy the packet to the Supervisor
9. Review and distribute monthly financial statements with Financial Narrative to Board Members by end of month for prior month financial (refer to specific date in management agreement if applicable.)
10. Prepare Budget draft to Board of Directors pursuant to the Management Contract
11. Distribute budget to owners following IL Condo Act specifications
12. Email Action Item Report to Board & Supervisor within 48 after Board Meeting
13. Send Weekly Update Report to Board & Supervisor, generally on Friday (or Thursday if off on Friday) highlighting progress on tasks, updates or information for the Board to be aware of at community.
14. Ensure all important and accurate information is in the C3 or shared directory, such as Board Member names, contacts, meeting dates, vendor information, special projects, etc.

1. Process Association mailings
2. Respond to Homeowner correspondence in writing
3. Keep copies of Board meeting minutes
4. Send meeting notice for Board meetings, special meetings, and annual meetings
5. Distribute newsletters
6. Facilitate Reserve Study
7. Facilitate annual report filing
8. Facilitate registered agent filing
9. Maintain insurance policy, present bids / renewals to board 30 days prior to expiration
10. Obtain monthly legal status report from attorney at least one time per month to be distributed to the Board.
11. Negotiate & execute utility expenses pursuant to the Management Contract
12. Maintain master property files & working files
13. Purge master files at least one time per year
14. Supervise, hire and fire employees of the association pursuant to the agreement between the Association and Associa
15. Authorize the purchase of supplies & tools within the limits of our authority such as cleaning supplies, floor mats for common areas, maintenance supplies, where applicable
16. Create and facilitate a phased maintenance plan for re-occurring projects such as exterior painting, sealcoating, concrete repair, roof replacement, etc.
17. Ensure the ratification of budget at an open meeting 25 days following distribution of approved budget to owners
18. Prepare and distribute annual meeting packet to all owners following IL Condo Act/CICA
19. Provide assistance to association attorney, auditor & insurance agent such as compiling documents.

Communication Requirements:

Communication and professional interpersonal relationships are the most intangible job requirements but these areas are key in a Property Manager’s success.  The following is list of responsibilities that are directly related to Communication or Preparation as a tool for effective communication:

1. Return all phone calls and emails within 24 hours or less.
2. Create a strong business relationship with the board of directors
3. Attend Board and Annual Meetings according to management contract
4. Facilitate on-call/after-hours emergencies. Coordinate and communicate with vendors and Homeowners, as applicable
5. Understand and comprehend the governing documents
6. Act as liaison between these three parties: Homeowners-Board-Vendors
7. Understand the responsibilities of the Homeowner and the Association in accordance with the governing documents.
8. Inform Board and Customer Care in emergency situation(s)
9. Facilitate and assist the Board in the running of the meetings
10. Respond in writing to all correspondence from Homeowners and vendors

Accounting Job Requirements:

The Accounting Department is responsible for most of the functions associated but the accounting functions required by the Property Manager are specific to each property, and require the Property Manager’s knowledge to complete:

1. Process invoices online, as necessary and at minimum three (3) times a week. Unpaid invoices online for 30 days should have note detailing reason for delay.
2. Process Homeowner chargeback in tasks: charges and/or reversals of fees & fines
3. Facilitate needs with Reserve accounts, including Contributions or Draws.
4. Facilitate and assist in Association audit process as needed.
5. Ensure the proper filing of tax returns

1. Facilitate 70-604 IRS Revenue Resolution to the Board
2. Insure Annual Budget approval and changes get communicated to Accountant and Sales Department timely.
3. Communicate with Accounting new order/changes/additions/supplemental information needed with monthly statements or annual coupons and ensure order is processed
4. Ensure that the Associations collection policies are enforced. Facilitate the correspondence between the attorney and the Board regarding collection issues
5. Pay fees and/or licenses, if applicable to appropriate municipality such as pool licenses, certificates of occupancy, boiler inspections, elevator inspections, etc.
6. Update bank signature cards when necessary and ensure that accounting has current reserve account statements.

1. Attend monthly all staff meeting, manager meetings and trainings as requested.
2. Follow Dress code for all meetings with the Board, clients, vendors, etc.
3. Always be accessible during business day when working from home.