Job Overview:

The Senior Association Manager is a hybrid role that handles all aspects of association management for 4-5 client accounts in addition to providing leadership and supervision to a team of 2-3 Association Managers/Community Association Managers and their portfolio of accounts.

Your 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.

Management of Maintenance

• Manage oversight of all necessary client association maintenance
• Manage ongoing and routine maintenance projects utilizing Connect Work Order tracking and completion, regularly reporting to the Board of Directors
• Manage capital replacement projects with involvement of third-party consultants as needed
• Visit the property at least once per week to review services and projects; document conditions requiring attention

Contract Management

• Manage all contracts in a portfolio of associations
• Work with Board to identify preferences and opportunities for improvements on contract services and implementation of agreed upon services

Communications

• Develop communications and disseminate information to all Association members
• Write and transmit individual owner correspondence regarding violations of policies or other matters affecting an individual unit owner and copy Board members on such letters
• Provide clients with a Board packet in advance of each Board meeting consistent with the FirstService Residential MN Board packet standard operating procedure
• Respond to all emails and phone calls within 24 hours

Financial Management

• Review and approve monthly financial reports in a timely fashion (within 48 hours of statement production)
• Understand monthly profit and loss statements; explain financials to Board of Directors and all members of the Association
• Monitor collections efforts by Collections Department and understand well enough to explain basic status and elements of process to the Board
• Develop annual client association budgets and transmit to client Boards for review and approval
• Monitor and facilitate updates to Replacement Reserve Schedule/Capital Expenditure plan

Leadership to Board and Association

• Identify issues of concern within the association community
• Provide required notice of board meetings, annual meetings, and special meetings
• Oversee fulfillment of all other obligations provided by the governing documents of the Association and the Minnesota Common Interest Ownership Act (MCIOA)
• Assist the Board in establishing and implementing goals
• Provide or procure advice or resources to Board on issues of interest and/or concern to the membership and the Board

Association – Management Relations

• Review any matters requiring assistance with Senior Manager
• Update Senior Supervising Manager monthly on overall status of account, including review of account issues and questions on range of issues
• Promptly inform management, including transmittal of all relevant facts, regarding any significant disputes within the Association or between the Association and management or between the Association and a vendor serving the Association

Information Management

• Provide administrative personnel with updates on changes in Board members, officers, or Board member contact information, changes in contractor emergency contact information for the Association; inform Human Resources of changes in personnel contact information, review, execute and update disclosures for unit sales prepared by FirstService Residential Disclosure Administrator
• Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor.

Team Leadership

• Attend and participate in urban leadership meetings
• Work with urban leaders to enhance client and manager experience
• Work in conjunction with other members of leadership and the Vice President on training initiatives, engagement, communication and other tasks as assigned

Additional Duties:

• 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 materials 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 and range of specialty projects, tasks, and other related duties as assigned

Supervisory Responsibilities:

• Oversee team of Association Managers
• Perform weekly, monthly, quarterly, and annual as-needed check-ins, meetings and follow-ups
• Provide oversight & direction on tasks, processes, relationships and best-practices
• Drive initiatives, objectives and successful rollouts of systems and process updates and report to Regional Director on performance of direct reports based on company performance criteria and goals
• Complete mid-year and year-end performance reviews for all direct reports
• Maintain agreed upon relationships with clients and direct reports on complicated matters and at key junctures of association business such as annual meetings, and budget and management agreement consideration and approvals.

Skills & Qualifications:

• High school diploma or GED required
• CMCA designation required, AMS designation preferred
• Associate’s or Bachelor’s degree in business field or property management or at least 4 years transferable work experience preferred
• Advanced proficiency in MS Office Suites, including Excel, PowerPoint, and Word
• Proven success in client services, account management, and/or property management
• Ability to lead, manage, and develop members of the team to successful portfolio management
• Ability to build and maintain positive working relationships with internal and external customers, associates, clients, and co-workers with a collaborative approach
• Strong communication skills, written and verbal
• Excellent organizational abilities; effective problem-solver, and ability to multi-task
• High degree of business acumen and analytical skills

Physical Requirements:

• Sitting at a desk for extended periods of time
• Transportation or travel between property locations
• Vision and hearing for computer and phone use
• Dexterity for keyboard and mouse use
• Ability to lift up to 30 lbs.

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 10 paid holidays, and a 401k with company match.

Compensation : $85,000.00 - $95,000.00 annually

Disclaimer:

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.