Onsite Community Association Manager, High-Rise Condominium Association
Property Overview
Prestigous, mid century, less than 200 units, terrrific views, mere blocks from the lake; what's not to love? This Association has full time door staff, maintenance staff, and a garage. The ownership is a wonderful community of mostly long term owners who expect nothing short of first rate service.
The Association desires a manager with superb customer service and communication skills. Must have a high degree of experience with six/seven figure capital projects, union staff supervision, and budgeting. The right person for this role understands that they are in charge of a multi-million dollar mini city and all which that entails. As the Board and committees are constantly improving and updating the property, the manager should be naturally inclined to be proactive vs reactive.
Illinois CAM license required, knowledge of BuildingLink/Paylocity/CINC/Homewise Docs is a plus.
DESCRIPTION / OVERVIEW
As an onsite Property Manager of a condominium association, your role would involve various responsibilities related to the day-to-day management of a high-rise condominium association. Here's an overview of the key aspects of the position:
- Communication: You would be expected to maintain professional, accurate, and courteous communication with homeowners and residents. This includes responding to inquiries, addressing concerns or complaints, and keeping all stakeholders informed about relevant matters affecting the community.
- Fiscal Administration: You would be responsible for managing the financial aspects of the association. This includes budgeting, collecting homeowner dues or fees, paying bills and vendors, preparing financial reports, and working closely with the association's accountant or financial advisor.
- Project Management: As the Property Manager, you would oversee and coordinate various projects within the condominium association. This might involve renovation or maintenance projects, coordinating with contractors or vendors, obtaining necessary permits or approvals, and ensuring projects are completed on time and within budget.
- Office and Maintenance Staff Supervision: You would be responsible for supervising the office and maintenance staff, if applicable. This includes hiring, training, and managing staff members, delegating tasks, monitoring their performance, and ensuring a high level of service and professionalism.
- Administrative Duties: You would be expected to perform administrative duties on behalf of the association. This may include maintaining association records, preparing meeting agendas and minutes, organizing board meetings and annual meetings, and ensuring compliance with relevant laws, regulations, and governing documents.
- Promoting the Association: As the Property Manager, you would play a crucial role in promoting the condominium association as a first-class residential community. This involves maintaining the appearance and cleanliness of common areas, implementing and enforcing community rules and regulations, organizing community events or activities, and fostering a sense of community among homeowners and residents.
Overall, the Property Manager position requires strong organizational, communication, and leadership skills. You should be detail-oriented, customer-focused, and capable of managing multiple tasks simultaneously. By fulfilling these responsibilities, you contribute to the smooth operation and positive image of the condominium association.
Illinois Community Association Manager (CAM) License is Required
QUALIFICATIONS
Candidates should have a minimum of 8 years experience as an onsite manager of a condominium association. Candidates must demonstrate computer literacy, be proficient in Microsoft Office and have knowledge of accounting, budget preparation, reserve funding, HR, and payroll systems. Prior experience overseeing union personnel is highly valued.
Candidate must be a licensed Illinois Community Association Manager for consideration
COMMUNICATION
The Property Manager must respond to resident requests and correspondence, schedule and coordinate resident repair requests, respond to general correspondence on behalf of the Board, and act as liaison between Board and Managing Agent.
FISCAL ADMINISTRATION
Responsibilities of the Management Staff
- Process assessments receipts and monitor delinquencies
- Preparation and enter one-time charges for owner billings
- Approve all purchases and invoices
- Prepare association invoices for payment processing
- Gather bids and monitor building suppliers
- Prepare annual budget shell for Treasurer and Finance Committee
- Review reserve study and prepare recommendations for major projects
- Administer staff payroll and reports and approve all payroll entries and increases
- Administer capital reserve investments and review monthly financial statements
- Coordinate annual audit
- Enforcement of delinquency policies
- Interact with Association attorney on collection procedures
- Enforcement of Association Rules and Regulations
OFFICE ADMINISTRATION
Maintain association files, building records and plans in the onsite management office
CONTRACT ADMINISTRATION
- Maintain and administer building contracts
- Prepare competitive bids for approval by Board and submit contract renewals
- Board for approval
- Maintain certificates of insurance and vendor agreements, as required
- Supervise and approve contract work
- Manage and organize major renovation/repair projects with architects, engineers & staff
STAFF SUPERVISION
- Supervise all members of the staff; janitorial, door, and garage
- Review preventive maintenance schedules with Chief Engineer
- Supervise schedules for vacations and relief staff, interview, hire replacement staff
- Coordinate staff supervision with Chief Engineer, liaison with unions and staff members
- Perform regular weekly building inspections
- Perform annual staff written performance reviews
CONDOMINIUM ADMINISTRATION
- Prepare board agenda with Board President
- Coordinate unit owner mailings as required by Board, declaration or state law
- Maintain certificates of insurance and other requirements of the property
- Prepare documents and coordinate annual meeting of unit owners
- Liaison with Association attorney as required
- Prepare weekly management reports and distribute to Board
- Provide Board with regular updates on projects
- Inform Board of general activities of the property
- Prepare weekly management report
EMERGENCY RESPONSE/SAFETY/SECURITY
- Available to respond to building emergencies 24 hours a day
- Maintain emergency response system for staff and residents
- Maintain or prepare emergency lists for outside agencies, i.e., Fire Department
- Monitor fire safety and evacuation regulations established by the city or state
BUILDING OPERATION
- Maintain all required city or state inspections and compliance
- Perform a comprehensive annual inspection of the property
- Perform regular weekly building inspections reports
- Perform daily building inspections & follow up on required work
- Submit monthly reports to the Board
- Coordinate required work with Chief Engineer
- Obtain regular status reports on all required work from Chief Engineer
- Coordinate preventative maintenance with Chief Engineer
- Review unit owner construction
- Coordinate construction approval with Chief Engineer & Board of Directors
- Obtain certificates of insurance
- Monitor final sign off by Chief Engineer
- Maintain and review inventory of all Association tools and equipment
PROJECT MANAGEMENT
- Monitor all ongoing construction projects
- Provide Board with regular updates on status of project
- Attend construction meetings
- Act as liaison between Board, architect, engineer & contractor
- Monitor progress payments, including waivers of lien
- Maintain project file, plans, contracts and change orders
- Insure compliance with city codes
Job Type: Full-time
Base Pay: $130,000.00 - $150,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
Education:
Experience:
- Condominium Management: 5 years (Required)
License/Certification:
- Community Association Manager (CAM) License (Required)
Ability to Relocate:
- Chicago, IL 60611: Relocate before starting work (Required)
Work Location: In person
