Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.
The Community Manager, under the direction and supervision of the Association Manager and FirstService Residential is responsible for supervising the daily operation of the Association. This includes but is not limited to running the Association office, responding to resident's requests in a timely manner; ensuring compliance with the Association's governing documents, coordinating a maintenance schedule (daily/quarterly/annual) and overseeing on-site staff. Community Manager's hours are Monday through Friday 8:00 a.m.-4:30 p.m. plus attendance at monthly Board of Director's meetings.
Essential Duties & Responsibilities
The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
Initiate Communication with Homeowners about Building or Association Issues
Accountability for servicing customers with a focus on the values of FirstService Residential: Do What's Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
Foster a welcoming and friendly environment for residents, guests, staff, and vendors.
Communicate with homeowners about activities in the building, which may affect them via Connect, Email, Phone, Posting signs in message board/bulletin board/elevator.
Provide individualize communications to homeowners about pertinent matters.
Maintain Connect database of homeowners and building information as well as utilizing it as a form of communication.
Perform the role as team leader of staff.
Ensure that employees have necessary tools, and access to necessary physical and informational resources to do their work.
Conduct regular check in meetings with the on-site staff. Communicate new procedures/polices to staff.
Ensure that staff procedures and performance are consistent with objectives of the Board of Directors, FirstService Residential management practices, and the rules of the Association.
Coordinate appropriate coverage of Office and Building with Caretaker for staff vacation or sick time.
Maintain Vendor List
Respond to homeowner's questions and concerns on a timely basis.
Ensure that on-site staff and contractors communicate with homeowners in a clear manner.
Manage Building Information
Create a weekly or month end reports as directed by the Association Manager.
Create a weekly report for Association Manager of work orders and resident calls.
Create weekly project status report for long and short term projects.
Maintain a calendar of building activity.
Maintain secure key entry system by keeping all key-records updated in the database and in the entry system.
Ensure that information utilized by other staff is kept current.
Oversee/Facilitate On-Site Staff
Coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting project.
Review maintenance check lists and reporting with Building Engineer.
Ensure cleanliness and condition of the building and the surroundings by walking the property interior and exterior weekly and initiating necessary action to correct conditions.
Ensure compliance and safety as it pertains to all applicable procedures including building safety and emergency procedures.
Conduct monthly safety walk-throughs utilizing checklist and coordinate any issues with the corporate Safety Committee.
Note deficiencies to Association Manager as needed and communicate to both staff and residents any areas in violation or in need of attention.
Work with Association Manager on larger maintenance projects.
Contact and Advise Contractors Serving the Association
Advise contractors of homeowner versus association responsibility.
Authorize appropriate work.
Monitor contractor compliance with the Rules and Regulations
Oversee work to its satisfactory completion.
Advise the Association Manager when non-routine problems occur or work is not satisfactorily completed.
Review hours submitted by building staff
Oversee and approve payroll in ADP, make corrections when necessary.
Maintain secure key entry system and update key records in database and entry system. Program electronic key fobs with unit and/or resident identity.
Ensure performance of camera monitoring system and educate staff on system capabilities. Record incident retrievals.
Use camera views to assist in managing the building, and adjust views when necessary. Calibrate clocks on all cameras for accuracy.
Prepare incident reports for incidents that take place in the building. Train on-site staff to fill them out in Community Manager's absence. Take pictures of the incident scene as soon as possible.
Respond to Resident Inquiries and Requests--General
Respond to homeowner's questions and concerns. The Community Manager is the central on-site contact for addressing homeowner questions and concerns.
Answer all incoming calls and answer all emails and voice mails in a timely basis.
Maintain a monthly management report of all important homeowner issues (including moves, incidents, violations, and regular day-to-day activities).
Respond to Resident Inquiries and Requests--Specific
Write Work Orders for On-Site Maintenance Tasks
Advise homeowners on issues of homeowner versus association expenses.
Move-In, Move-Out Dates/Schedules: Coordinate move in of new tenants and support unit owner in assisting lessees as they acclimate to the Association, as per Rules and Regulations, electronic fob and garage card, etc.
Order Services/Approve Payments
Place orders for supplies and services needed for the Association.
Work with Association Manager to verify payment of invoices.
Submit charge forms to Association in a timely manner for charges and payments made by owners
Organize Payroll for On-Site Employees
Create/assist in creating effective filing system for the office
Create/assist in creating procedures and forms to support the operations of the building.
Work on miscellaneous projects, as necessary or as requested by Association Manager.
Work on miscellaneous duties and tasks as necessary for proper operation of the building.
Security and Camera System
Program electronic key fobs and garage cards with unit and/or resident identity
Disable, add, rename fobs and garage cards as needed.
Order additional fobs and garage cards well in advance of running out
Contact the security companies when necessary for security system tweaking, and for questions, requests, and additional training.
Oversee Unit Leasing Compliance
Distribute Leasing Requirements paperwork to those who may be moving in.
Communicate with unit owners upon discovery of a resident who has leased a unit from an owner who has neglected to submit required paperwork.
Coordinate move in of new tenant.
Maintain all owner and renter information in Connect.
Maintain updated association information with Association Manager
Distribute memos, letters and other relevant information to homeowners.
Create and distribute weekly Newsletter
Additional Duties & Responsibilities
Practice and adhere to FirstService Residential Global Service Standards.
Conduct business at all times with the highest standards of personal, professional and ethical conduct.
Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
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 new developments, requirements, policies, and regulatory guidelines.
Ensure all safety precautions are followed while performing the work.
Follow all policies and Standard Operating Procedures as instructed by Management.
Perform any range of special projects, tasks and other related duties as assigned.
Direct supervision of desk attendant staff.
Education & Experience
Associate's or Bachelor's Degree
Previous Association Management experience or a general understanding of Condo Associations
Excel, Outlook and Word experience
Knowledge, Skills & Proficiencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Customer service focused and understands the value of a smile
Ability to multitask and prioritize duties
Professional demeanor and collaborative attitude
Proactive and deadline oriented
Resourceful and decisive in handling of daily issues
Articulate and can communicate clearly in writing and verbally
Superior attention to detail, organizational and follow-up abilities
Reliable, punctual and discrete
Tools & Equipment Used
Computer, keyboard, printer, etc.
Security and Camera Monitoring Equipment
Physical Requirements / Working Environment
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.
Standing, sitting, walking throughout the property, ability to lift/move up to 30 lbs., use of a keyboard
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
Travel is primarily local and only necessary for supplies and trainings or meetings in the Twin Cities Metro area.
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
Website : https://www.fsresidential.com
Through our offices across North America, FirstService Residential offers local market leadership, combined with a broad range of services and the unmatched resources of the industry leader. Our full service residential property management services are enhanced by proprietary technology systems, specialized product expertise and combined buying programs to deliver best-in-class management services. Our unique value-added services, depth of experience and commitment to service excellence – delivered with a personal touch – make FirstService Residential your partner of choice for your community.We owe our success to our associates, the best in the industry. Over 15,000 strong, these talented property management professionals bring a diverse range of backgrounds, knowledge and experience, but their combined synergy creates a powerful, unified team committed to making a difference for our Board members, homeowners and residents. Our corporate culture promotes service excellence as part of our mission to deliver exceptional property management solutions. Through a hands-on approach that includes listening and collaborating with your Board, we customize our full-service association management solution and value-added services to meet your needs, achieve your goals and realize your community vision. We provide proven expertise and service to communities and properties of all types throughout North America. Our portfolio of managed properties includes low-, mid- and high-rise condominiums and cooperatives, as well as single-family home Homeowner Associations (HOAs) and large scale master-planned, lifestyle and active adult communities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.