Portfolio Manager

Job Overview:

As a Portfolio Manager, you will provide strong leadership and management direction on behalf of Board of Directors and FirstService Residential. This position will oversee the entire operation and consistently adhere to and execute the mission and vision of the Boards and communities. This position has oversight of all aspects related to the business and operations of the communities. The purpose of this role is to create a single point of contact in the communities, enhance communication and create effective oversight of staff and operations. The Portfolio Manager has the sole duty of the day-to-day operations, legal compliance and overall oversight of the associations and staff.

Your Responsibilities:

• Provide leadership and direction in the development of short-term and long-range plans. Develop recommendations for goals and action plans to achieve Board objectives. Lead annual goal setting.
• Review organization structure, job descriptions, and functions. Make recommendations to the Board as to any potential changes.

• Partner with public, private and volunteer organization to provide community services when necessary.
• Support the activities of the various Board sub-committees.
• Knowledge of all Community Governing documents. Provide recommendations on revisions.
• Continual process of seamless connection between the Board of Directors and committees.
• Provide community leadership and guidance to ensure that the needs or desires of the homeowners are being addressed.

• In partnership with the Board, create, or cause to be created, and implement the annual working budget, subject to approval by the Board of Directors.
• Monitor and report on the monthly financial position of the association.
• Provide leadership to each meeting involving the Board of Directors in terms of agenda support and written and oral reports. Summarize the priorities of each meeting with appropriate follow up.
• Recruit, hire, train and supervise all community staff in accordance with the documented management plan, if applicable.
• Work closely with local emergency organizations to maintain established emergency and community evacuation plans as appropriate.

• As appropriate, confer with other departments, divisions and outside agencies, including community groups and organizations. Identify, develop and implement programs to meet community needs.
• Assess and monitor community needs: identify opportunities for improving service delivery methods and procedures and developing new programs. Implement programs or improvements.
• Attend and participate in professional group meetings. Stay abreast of new trends and innovations in fields of community management and community programming.
• On-site visibility throughout the common areas and facilities.
• Understanding of all agreements for corporate implementation.

• Ensure adherence to master calendar, maintenance calendar, association budgets and subsidy program.
• Review corporation policies on an ongoing basis to ensure compliance with civil code, declaration and other requirements of governing institutions.
• Perform building inspections of interior and exterior of property and prepare action plan for opportunities.
• Shall at all times ensure due diligence for the protection of client's funds, property and assets against all reasonably foreseeable contingencies or losses.
• Regular attendance and punctuality

• 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.
• Assure that the policies, resolutions and goals of the Board are carried out
• Have general knowledge and understanding of building systems and components

• Be available to be on-call to handle after-hours emergencies
• Provide input and assist the Board with the preparation of the Association's annual budget
• Attend regular meetings of the Finance Committee, if any, to review the Association's fiscal and financial status
• Coordinate receipt and review of invoices for services and ensure timely payment of bills
• Assist Association and In House counsel on collection matters and monitor maintenance fee accounts

• Verify checks when returned from Accounting. Ensure that all invoicing backup is attached to check and duplicate payments are not received.
• Correct any errors prior to Board signature.
• Mail original invoices and 1 copy of package to Client Accounting.
• Prepare specifications needed for all services received by the Association (e. g. , landscaping, snow, trash, insurance, pool, etc. )
• Manage bid process, review bid spec proposals and comparison spreadsheets and make Board recommendations as appropriate.

• Negotiate Association contracts for routine services, subject to the Board's approval, and Association counsel as needed.
• Manage vendor relations
• Log work requests in Connect and generate work orders for maintenance staff and/or contractors
• Complete and submit all required paperwork for closings, credits, charges, etc.
• Conduct regular property inspections to ensure compliance with Association Rules and Regulations.

• Ensure maintenance of all files, records and correspondence in accordance with company procedures and good business practices
• Attend all Board meetings
• Prepare Board meeting agenda, monthly management report and all other reports and material needed for Board Packet; distribute one week in advance of meeting
• Prepare and maintain log of violations in Connect.
• Update resale/governing document books, when applicable

• Assist Board in transferring control from the developer to the owners, if applicable
• Coordinate activities of association professionals including attorneys, auditing firms and engineering firms
• Act as liaison for designated committees
• Serve as liaison for committee, if appropriate
• Establish an annual calendar indicating all association activity, deadlines, election, meetings, projects, etc.

• Review and be familiar with all policies of insurance to ensure adequate coverage
• Update homeowner directory and create new homeowner file.
• Update and maintain community inform.