Portfolio Property Manager

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Job description

Position: Portfolio Property Manager

Location: Palm Beach Gardens, FL

Job Summary

Perform functions to manage, direct and provide leadership to an assigned property and book of business.Ensure property is maintained and operated in accordance with company objectives and facilitate solutions toproblems between communities and internal support staff, guided by precedent and working within the limitsof established policies.Essential Duties & Responsibilities1. Provide management and leadership to assigned property and book of business. Collaborate withRegional Director to develop goals and communicate established goals. Ensure the goals and needs of theproperty, company and its customers are consistently met.2. Manage the functions of a team within a property while maintaining standards of excellence forprocesses, methods and personnel. Manage the process improvement and quality control of the propertyand ensure quality resident service is delivered. Assign and review the work of staff, ensure deadlines aremet in a timely manner and prioritize and delegate workload as necessary. Align resources to workassignments and processes to meet business requirements. Provide leadership and direction and assist inthe investigation and resolution of internal and external problems and concerns.3. Partner with Regional Director, Board of Directors and internal departments to develop and lead theintroduction and integration of new programs, services and initiatives. Act as liaison to ensure qualityservice is delivered, that Board expectations are met and to assist in prompt response and resolution toquestions/problems. Establish and maintain a positive relationship with homeowners, Board of Directorsand internal departments to ensure a high level of resident service and achievement of company andproperty goals and objectives.4. Maintain knowledge and understanding of the contract between the association and FirstServiceResidential. Ensure all contractual obligations are being met.5. Initiate contact with new resident representatives to coordinate the move-in process. Conduct anintroduction and orientation to the management staff and building, reviews available services, and explainthe communities' rules and regulations.6. Conduct site inspections regularly. Identify deficiencies and provide recommendations and action plans inorder to improve the property. Process and manage violations and close them out regularly.7. Process architectural control applications and close them out in a timely manner.8. Oversee all construction projects and ensure property maintenance/improvement and other related projectsare completed on time and within budget. Maintain open communication and provide timely action updatesto the Board and residents.9. Create, maintain and upload a wide variety of information in FSRConnect including but not limited to workorders, signed meeting minutes and Monthly Management Report. Fulfill all company Connect complianceexpectations throughout the year.10. Interview, select, recommend, hire, train and schedule assigned staff. Ensure proper coverage and staffinglevels. Provide direction to staff and assist in the investigation and resolution of problems. Recommendpersonnel actions, promotions, transfers, terminations, or disciplinary measures. Manage the PerformanceEvaluation process of assigned unit and provide leadership, counseling and coaching to associates.Maintain harmonious associate/employer relations.

11. Oversee training and cross training programs and ensure all direct and indirect associates are aware of andcomply with company, government and customer regulations, policies, work procedures, instructions anddeadlines. Participate in training programs and webinars as required.12. Observe safety standards and participates in the Company's efforts to provide a safe work environment.Conduct periodic safety meetings and ensure staff is trained and educated on safety procedures. Adhere toand maintain established Hurricane procedures.13. Address Worker Compensation incidents according to company policy.14. Maintain calendar of meetings and events and initiate and /or attend a wide range of internal and externalmeetings. Prepare and conduct a wide range of presentations as needed.15. Provide financial support with a wide range of functions. Review financial statements and reportvariances; submit invoices to CAS in a timely manner and review invoices/checks for accuracy beforepresenting to the BODs.16. Recommend and manage the budget for the functional area of responsibility. Monitor expenses, initiatecost reduction programs and negotiate prices with vendors. Ensure property expenses are maintainedwithin budget.17. Monitor vendor contracts regularly, submit renewal/cancellation notices, manage contract renewalsprofessionally and advise Regional Director of any upcoming insurance renewals or lapse in coverage.18. Prepare bid comparison analysis and prepare and uses the Request for Proposal for bid solicitation.19. Maintain awareness of changes in rules, statutes or regulations and communicate changes to staff. Directtraining of staff when new procedures are required to comply with changes.20. Update Association communications and ensure current information is displayed on the association boardsand website. Prepare association newsletter and/or other communication with owners and residents asrequired.21. Participate in the development of Standard Operating Procedures and maintain existing procedures.Review processes and ensure they are in compliance with current statute. Manage the communication andcompliance of SOPs within teams, managers and internal and external customers.22. Prepare, maintain and submit a wide range of reports, contract lists, presentations, documents and manualsas required.23. Maintain accurate records, files and communications pertinent to the Association and maintain up to dateequipment maintenance logs and emergency shut off procedures book.Additional Duties & Responsibilities1. Work schedules and working hours are determined by business and client needs and may be modified byFirstService at any time, and such modification may include extended hours and weekend, evening, andholiday hours. FirstService will accommodate sincerely held religious beliefs and practices that mayconflict with work schedules and working hours if such accommodation would not impose an unduehardship on business operations. Requests for such accommodation should be made to HumanResources.2. Conduct business at all times with the highest standards of personal, professional and ethical conduct.3. Perform or assist with any operations as required to maintain workflow and to meet schedules. Notifysupervision of unusual equipment or operating problems and the need for additional material andsupplies.4. May participate in any variety of meetings and work groups to integrate activities, communicate issues,obtain approvals, resolve problems and maintain specified level of knowledge pertaining to newdevelopments, requirements, policies, and regulatory guidelines.5. Ensure all safety precautions are followed while performing the work.6. Follow all policies and Standard Operating Procedures as instructed by Management.

7. Perform any range of special projects, tasks and other related duties as assigned.Supervisory ResponsibilityDirectly or indirectly supervise associates within the assigned property.Education & ExperienceBachelor's Degree in Business or related field from an accredited college or university, and three yearsexperience in Property Operations, Hospitality or Construction; or equivalent combination of education andexperience. Must be certified and licensed by the State of Florida for Community AssociationManagement (CAM).Knowledge, Skills & Proficiencies· Knowledge and ability to apply Florida Statutes and Community's documents.· Knowledge of assets, cash balance, and availability of funds for projects and cash flow management forcapital improvements· Excellent organization, motivation, leadership, management and interpersonal skills.· Critical thinking, complex problem solving, judgment and decision-making ability.· Ability to apply a comprehensive knowledge of particular field of specialization to the completion ofdifficult assignments.· Excellent customer service skills· Strong verbal and written communication skills. Ability to communicate and provide guidance to allassociate levels.· Strong presentation skills· Ability to read, analyze and interpret technical procedures, leases and/or regulations· Must have a strong work ethic and be detail-oriented with excellent organizational and multitasking skills.· Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word,Excel, Power Point and Outlook. Proficiency researching the Internet. Previous experience with financialand accounting programs preferred.· Ability to work with sensitive or confidential information.· Demonstrated experience managing large, complex accounts or projects. Ability to meet deadlines andwork well under pressure.· Ability to work well in a team environment as well as independently. Must be self-driven with the abilityto identify, plan and prioritize business opportunities.· Knowledge of mechanical operations of a building and equipment preferred.· Ability to respond to emergency situations within established timeframe· Ability to adjust to changing circumstances.Tools & Equipment UsedComputer and peripherals, standard and customized software applications and tools, and usual officeequipment

Physical Requirements/Working EnvironmentThis position works under usual office conditions. The associate is required to work at a personal computer aswell as be on the phone for extended periods of time. Must be able to stand, sit, walk and occasionally climb..... click apply for full job details