Position Title:LCAM Portfolio Association Manager
Reports To: Regional Director
Company: Seacrest Southwest
Position Summary
The Portfolio Manager is responsible for coordinating and managing all services necessary for the effective administration, maintenance, and operation of assigned community associations. The Portfolio Manager serves as the primary liaison between the Board of Directors, residents, vendors, and the management company to ensure that communities are maintained in accordance with governing documents, budgets, and company standards.
The Portfolio Manager oversees the day-to-day operations of assigned communities while ensuring excellent customer service, operational efficiency, and regulatory compliance.
Essential Duties and Responsibilities
Property Oversight and Inspections
- Conduct routine inspections of assigned properties by walking, driving, or other appropriate methods.
- Identify maintenance needs, architectural violations, and rule violations and report findings to the Board of Directors.
- Prepare and distribute property inspection reports detailing observations and recommendations.
- Monitor the overall condition and appearance of the property to ensure community standards are maintained.
Vendor Management and Contract Administration
- Obtain bids and proposals for services and projects (minimum of three bids for contracts exceeding $500).
- Assist in preparing specifications for projects such as landscaping, pool maintenance, paving, roofing, painting, and other association needs.
- Verify that all contractors maintain appropriate licensing and insurance coverage.
- Assist the Board of Directors in selecting vendors and contractors that are in the best interest of the Association.
- Ensure contracts and agreements are performed in accordance with their terms.
Board and Meeting Support
- Attend meetings of the Board of Directors, including monthly evening meetings and the Annual Members’ Meeting.
- Assist in planning meetings to assess progress and assign priorities for action.
- Provide professional guidance and recommendations to the Board regarding operational matters.
Reporting and Administrative Responsibilities
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Prepare regular written management reports summarizing business conducted on behalf of the Association.
Reports may include:
- Status updates on projects in progress
- Work orders completed and pending
- Vendor inspection reports
- Preventive maintenance recommendations
- Updates on bids being obtained
- Sales and rental activity
- Status of liens and foreclosures
- Accounts receivable reports
- Other operational data requested by the Board
Resident and Board Communication
- Manage the Association for correspondence and routinely provide copies to the Board of Directors.
- Maintain professional communication with Board members, residents, and vendors.
- Establish and maintain positive working relationships within the community.
Rule Enforcement and Compliance
- Assist the Board in enforcing Association rules and regulations.
- Receive and investigate written complaints regarding violations of governing documents.
- Issue written notices of violations when requested by the Board or in accordance with established policy.
- Assist the Board in administering compliance procedures consistent with governing documents.
Financial Oversight
- Review and approve payroll for employees assigned to the property when applicable.
- Review and code vendor invoices prior to payment to the appropriate accounts.
- Assist in monitoring the Association’s budget and operational expenses.
Insurance and Risk Management
- Assist the Board in obtaining and evaluating bids for Association insurance.
- Ensure insurance claims are submitted in a timely manner when directed by the Board.
Architectural Review Coordination
- Track architectural change requests submitted by homeowners.
- Inspect projects during construction and upon completion to ensure compliance with approved plans and community guidelines.
Emergency Response
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Be available for consultation regarding incidents requiring management intervention.
Additional Responsibilities
- Maintain and update association websites when applicable.
- Establish and maintain strong working relationships with the Association Board and residents.
- Ensure assigned communities are managed within budget expectations.
- Create and monitor action plans for issues raised by the Board in coordination with the Regional Director.
- Ensure coordination between property operations and corporate support services.
- Monitor vendor contract compliance and service performance.
- Assist with training new staff assigned to the property when necessary.
- Support the implementation of company policies and procedures.
- Maintain familiarity with company policies, governing documents, and vendor agreements.
- Attend meetings with the Regional Director for updates and operational review.
- Participate in training and professional development as required.
- Conduct routine property inspections by walking, driving, or other appropriate methods to evaluate maintenance conditions, rule compliance, and overall community standards.
- Prepare and distribute property inspection reports identifying maintenance issues, violations, and recommended corrective actions.
- Obtain competitive bids and proposals for association services and projects when required and assist the Board of Directors in evaluating vendors.
- Assist in preparing specifications and scope of work for maintenance and capital improvement projects such as landscaping, pool maintenance, roofing, painting, paving, and other association needs.
- Attend Board of Directors meetings, including evening meetings and annual membership meetings, and provide professional guidance on operational matters.
- Provide written management reports to the Board outlining operational updates, project status, work orders, vendor performance, preventative maintenance recommendations, and other association matters.
- Manage association correspondence and ensure timely communication with Board members, residents, and vendors.
- Assist the Board with enforcing community rules and governing documents, including reviewing complaints, investigating violations, and issuing notices when required.
- Track and coordinate architectural review applications submitted by homeowners and verify compliance with approved plans during and after construction.
- Review and code vendor invoices prior to payment and assist in monitoring association expenses to ensure compliance with the approved budget.
- Assist with insurance administration, including obtaining insurance proposals and coordinating claims when directed by the Board.
- Respond to emergency situations and provide management support when incidents occur within the community.
- Assist in training new staff assigned to the property and support the implementation of company policies and procedures.
- Participate in company training and professional development programs as required.
- Ensure coordination between property operations and corporate support departments.
Physical Requirements
- Ability to lift to 10 pounds occasionally.
- Extensive use of fingers and hands for typing and computer use.
- Ability to sit or stand for extended periods of time.
- Ability to conduct routine property inspections which may include walking throughout the community to determine maintenance and security needs.
- Ability to perform the physical tasks associated with the responsibilities outlined in this job description.
Work Environment / Conditions
- Exposure to cleaning products, dust, dirt, and varying weather conditions including heat, cold, and humidity during property inspections.
- Frequent interaction with residents, vendors, Board members, and the public.
- Work performed in a fast-paced environment with frequent interruptions and competing priorities.
Disclaimer
The statements above are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or skills required.
Management reserves the right to modify duties and responsibilities as business needs to evolve, with or without notice.
