Portfolio Manager

This position will assist the Vice President (VP) in the administration of major and minor duties as assigned. Job may include assisting in projects for other departments as needed including Front Desk & Facilities Maintenance. This position will also be responsible for periodic inspection and appropriate follow-up for any residences.

• Management of day-to-day HOA operations for communities in assigned portfolio.
• Perform all administrative aspects for governance and operations of assigned associations. Schedule, organize, and attend all regular, special and emergency board meetings. Organize annual and scheduled Board meeting packets. Verbal and written communication with the association membership to include but not limited to phone, email, e-blast, websites, and all mailings to the membership. Ensure operational compliance with CC&Rs, Bylaws, and rules and regulations as well as monitor member compliance for the same. Track and manage action item lists for each assigned association.
• Complete inspections of common areas for assigned properties on a periodic basis. Complete appropriate follow-up. At times these inspections may be completed in cooperation with other staff.
• Assist as needed to maintain homeowner association websites for assigned associations. Includes but not limited to organization of content in resource center, consistent document titles in resource center, timely posting of appropriate documents to resource center.
• Special operating projects & reserve projects. Process to include timely communication with board members while developing the scope of work, bid specification sheet, minimum 3 bids from qualified contractors, bid summary sheet, work in coordination with other staff to create a recommendation, assemble and communicate this information in an organized and concise manner for Board review and approval, follow up with all vendors including bid negotiations on the selected bid, project oversight and payment.
• Attend regularly scheduled managerial meetings and carry out any additional duties and special projects as needed.
• Administrative tasks encompassing filing, mailings, maintenance and front desk support.
• Must have a sense of humor and thick skin (if you are in this industry you already knew that)
• Strong customer service background and excellent interpersonal and communication skills.
• Familiar with vendor management and construction and maintenance issues.
• Ability to keep organized, multitask, problem solve and meet deadlines.
• Demonstrated organizational skills and ability to work independently and prioritize daily workload.
• Ability to address problems and issues constructively to find mutually acceptable and practical business solutions and maintain professionalism
• Other duties as assigned.

Education and/or Experience
High School diploma or equivalent required. Association or resort operations management experience preferred. Preferred candidate will have CAM license and CAI credentials or must be capable of obtaining property management certification within 1 year of employment. Candidate must have excellent listening skills and very good written and verbal communication skills. Professional appearance and conduct required. Candidate must be familiar with and able to use: computer/printer, copiers, fax machines, phone, and other common office equipment. Must be well organized and be able to prioritize a large number of tasks. Candidate must be able to work irregular hours when necessary, including some weekends and nights.

NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.
GENERAL:
Employee must fulfill the performance standards of this position and comply with policies, rules and procedures of the Company, including those set out in the Employee Handbook or otherwise communicated (verbal or written) to employees.
This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification and addition as deemed necessary by the company. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by supervisors, managers or other Company officials.
This job description does not constitute an employment contract between the Company and any employee. This job description will be used for evaluation purposes.
The job responsibilities of this person may include cross training in other functions or positions to ensure satisfactory operation of the department or work area.