Portfolio Manager

POSITION SUMMARY

The Portfolio Manager is responsible for the comprehensive management and administration of an assigned portfolio of homeowner associations (HOAs). Working in close collaboration with the Vice President, this role serves as the primary point of contact for board members and association members, ensuring operational excellence, regulatory compliance, and the long-term success of each community. This position requires a seasoned professional who brings deep expertise in HOA governance, vendor relations, and association financial oversight.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

HOA Operations & Governance

• Oversee day-to-day HOA operations for all communities within the assigned portfolio, ensuring adherence to established policies, procedures, and governing documents.
• Serve as primary liaison between the association board of directors and membership, maintaining professional and responsive communication across all channels including phone, email, e-blasts, community websites, and written correspondence.
• Schedule, organize, prepare materials for, and attend all regular, special, and emergency board meetings; compile and distribute board meeting packets in a timely manner.
• Ensure community-wide compliance with CC&Rs, Bylaws, rules and regulations; monitor and follow up on member compliance matters with consistency and professionalism.
• Maintain accurate and up-to-date action item lists for each assigned association and ensure timely follow-through on all outstanding items.

Property Inspections & Maintenance Oversight

• Conduct periodic inspections of common areas across assigned properties; document findings and execute appropriate follow-up in a timely and thorough manner.
• Collaborate with maintenance and facilities staff as needed to coordinate inspection activities and resolution of identified issues.

Capital & Reserve Projects

• Manage special operating projects and reserve projects from initiation through completion, including scope development, bid specification preparation, solicitation of a minimum of three qualified contractor bids, bid analysis, board presentation, vendor negotiation, project oversight, and payment processing.
• Communicate proactively with board members throughout all phases of capital projects, ensuring transparency and timely decision-making.

Digital & Administrative Management

• Maintain and update association websites for assigned communities, including resource center organization, consistent document titling, and timely posting of relevant documents.
• Perform administrative functions including filing, correspondence, mailings, and cross-departmental support for Front Desk and Facilities Maintenance as needed.
• Attend regularly scheduled management team meetings; contribute to departmental initiatives and special projects as assigned.

QUALIFICATIONS

Education & Certification

•       High school diploma or equivalent required; associate or bachelor’s degree preferred.

•       Current CAM (Community Association Manager) license is strongly preferred; CAI credentials (CMCA, AMS, or PCAM) highly desirable.

•       Candidates without current licensure must demonstrate the ability and commitment to obtain property management certification within one year of employment.

 Experience

•       Minimum of five (5) years of direct HOA/community association management experience required; seven or more years preferred.

•       Demonstrated experience managing multiple communities or a large portfolio simultaneously.

•       Working knowledge of vendor management, construction oversight, and common area maintenance.

 Skills & Competencies

•       Exceptional written and verbal communication skills, with the ability to tailor messaging appropriately for boards, homeowners, vendors, and internal stakeholders.

•       Strong organizational skills with the ability to manage competing priorities, meet deadlines, and maintain accuracy across a high-volume workload.

•       Demonstrated ability to work independently, exercise sound judgment, and escalate issues appropriately.

•       Proficient in standard office technology including computers, printers, copiers, fax machines, and property management software.

•       Demonstrated professionalism, including professional appearance, conduct, and demeanor in all interactions.

•       Flexibility to work irregular hours as needed, including occasional evenings and weekends, to support board meetings and community events.

 What We're Really Looking For

Beyond the credentials, we're looking for someone who genuinely enjoys this work, someone who can navigate the complexity of community governance with patience, pragmatism, and a good sense of humor. If you've spent time in HOA management, you already know that no two days are the same. We want a professional who can handle the unexpected, stay organized under pressure, and bring positive energy to both boards and homeowners.

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.