Onsite Property Manager
To facilitate in tandem with the Home Owner Association Board a high quality of residential life, protect and enhance property values and related economic interests of owners and ensure the common building area are operational and physical assets are maintained to a high standard in the most efficient manner.
Primary Essential Duties and Responsibilities:
- Work at own initiative, under the general direction of the Senior Manager, keeping the manager informed and updated on any potentially significant issues and large projects, and using existing management software.
- Provide general information, and respond to inquiries regarding the property.
- Be familiar with the Association governing documents, Board resolutions and precedents.
- Manage ARB process, in coordination with committee.
- Professionally respond to requests received in person, by phone, in writing or by email, according to established standards.
- Inspect property’s common areas for services needed, and for compliance with community standards.
- Monitor and oversee contractors’ and vendors’ performance, including grounds care and security staff, to ensure quality of work within guidelines of contracts.
- Complete assignments from the Board.
- Regularly analyze and recommend budget adjustments in an effort to enhance the efficiencies of service provided to the residents.
- Attend all Board of Directors meetings, and take minutes.
- Prepare and distribute newsletter periodically, in coordination with Communications Committee.
- Liaison for HOA in risk management, working with insurance company(s), Board of Directors, attorney(s), members and vendors to ensure the most cost effective protection, repair (capital and routine), maintenance, landscaping, safety/security and loss prevention.
- Keep office and clubhouse in a neat and clean condition. Order clubhouse and maintenance supplies as necessary.
- Take clubhouse reservations, and follow up on adherence to clubhouse rules.
- Analyzes advantages and disadvantages of alternative solutions to problems and makes recommendations to the Board of Directors.
- Provides leadership and direction to effectively manage relationships with other business groups, (e.g. Kemper Sports) to ensure a high level of tenant service and achievement of company and property goals and objectives.
- Develops and maintains an effective ongoing residents relations plan in conjunction with Social Committee, implement initiatives, and maintain an operating environment to achieve a satisfactory level of resident service as measured by formal and informal feedback and surveys.
- Defines and implements goals relating to internal and external customers.
- Initiates contact with the new resident representatives to coordinate the move-in process, provides an introduction and orientation to the management staff and community, reviews available services, and explain the community rules and regulations.
- Sets and adheres to the highest standards of performance and instills them in the staff by personal follow-up to ensure that the service is being delivered.
- Demonstrates a routine and effective ability to adjust to changing circumstances.
- Listens attentively to questions and comments. Communicates in a professional and composed demeanor under all circumstances.
- Displays exceptional ability to analyze and deal with a variety of situations that otherwise could be potential problems.
- Creates a management report, which depicts the actual condition of the building, progress of specific projects and makes clear and concise recommendations.
- Supports the Company’s philosophy, goals and adheres to Company policies.
- Observes all safety standards and participates in the Company’s efforts to provide safe work environment.
- Organizes time effectively and successfully balances the competing demands of multiple projects.
- Maintains accurate records, files and communications pertinent to the Association office (cabinets and computer files). Organizes of insurance files and policies.
- Processes violations and close them out (HOA). Processes work orders and close them out (HOA). Processes architectural control applications and close them out (HOA).
Knowledge & Skill Requirements:
- Work at own initiative;
- Communicate orally and in writing with owners, residents, and contractors;
- Use computer, management software, and general office equipment;
- Perform routine administrative tasks such as record keeping;
- Maintain a positive, cordial, professional relationship with owners, residents, staff, contractors and the general public;
- Inspect property for maintenance and repair needs;
- Inspect work performed by contractors;
- Monitor and oversee on-site grounds personnel and security staff.
- Prepare periodic newsletter for owners and residents;
- Manage clubhouse reservations;
- Attend meetings of Board of Directors and annual meeting of owners;
- Inspect property regularly and coordinate with Senior Manager in issuance of notices to owners of lots not in compliance with community standards, as established by the governing documents and the Board; and communicate with Senior Manager as needed.
Physical Demands & Work Environment
- While performing the duties of this job, the employee is regularly required to talk or hear. The employee is required to stand; walk; use hands to fingers, handle or feel; and reach with hands and arms.
- This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.