Condominium Portfolio Assistant Property Manager

Position Summary:

Looking to work in a fast paced industry with an experienced and healthy growing company? Hales Property Management (www.halesinc.com) is searching for a talented individual to serve as a Condominium Portfolio Assistant Property Manager. Under limited supervision, the Condominium Portfolio Assistant Property Manager assists the Property Manager with contacting and coordinating all property management, maintenance, and limited construction activities associated with small to midsized, multiple-building/ unit condominium, town house, and limited rental buildings. The assistant property manager is also responsible for supervising smaller properties to ensure that they are promptly and efficiently managed with respect to maintenance, accounting and owner satisfaction.

Position Responsibilities:

Property/Project Management

• Help to oversee the management of buildings, including maintenance services and outside contractors/vendors
• Contact and place service orders with maintenance staff or specialty vendors/contractors
• Solicit bids for maintenance contractors and construction projects, create scope spreadsheets, and participate in the selection of contractors
• Perform quality assurance and control inspections for each of the buildings to ensure proper maintenance, adherence to contract specifications, and compliance with industry standards
• Schedule and attend after hours meetings with Board members and unit Owners
• Handle emergency issues after hours associated with properties or as needed

Customer Service/Community Governance

• Direct contact for resident concerns/requests pertaining to building related issues
• Answer and appropriately direct concerned owner phone calls and inform residents of policies/procedures
• Send out mass communication via phone and email to residents
• Coordinate with accounting department to ensure administrative document conformity to comply with in house policies and external legalities
• Maintain thorough knowledge of all pertinent documents (Bylaws and Declarations, Rules and Regulations, certificates of insurance, vendor contracts)

Financial/Administration

• Draft and maintain budgets for each of the condo associations and review accounting and financial statements with Property Manager
• Monitor contracts for compliance and control operating expenses
• Oversee assessment collections and follow-up with assessment delinquencies ensuring that proper notices have been distributed
• Assist with transition/set-up of new property accounts, input/maintain data into web based software; audit information
• Draft/proofread notices/memos/letters/templates (Templates may include violation letters, general notices, memos, etc.). Send out and make arrangements as directed.
• Supervise property assistants and consultants. Perform task tracking, assignment and execution
• Assist Property Manager with approving vendor invoices and answer any inquires

Requirements:

Skills & Abilities

• Action and results-oriented, enthusiastic
• Resourceful, creative, decisive
• Excellent customer service, interpersonal, organizational and communication skills
• Ability to work independently and as a member of a team
• Ability to meet stringent deadlines and multitask
• Ability to work with sensitive information and maintain confidentiality

Experience/Education/Training

• Bachelor’s degree (B.A./B.S.) in Business or related field, or equivalent combination of education and experience
• 1-3 years experience in condominium portfolio property management preferred
• Community Association Manager (CAM) license preferred. Candidate will be required to obtain license.
• Supervisory experience and accounting familiarity preferred
• Engineering, architectural, construction or similar degree or experience a plus
• Proven customer service, communication and organizational skills
• Effective leadership, mentoring and coaching skills
• Ability to self-manage and be resourceful, with the proven ability to multitask and operate successfully under tight deadlines under limited supervision
• Computer proficiency to include Microsoft Office Applications (Outlook, Word, Excel)

Special Requirements

• Potential physical demands may include ability to lift up to 35lbs; standing, sitting, walking and occasional climbing
• The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time
• Ability to work extended/flexible hours and weekends occasionally to meet deadlines.
• Ability to respond to emergencies (both during and after business hours) in a timely manner
• Travel requirement approximately 35-40%
• Must have valid driver’s license and reliable transportation

Disclaimer: 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.

Benefits

• • • Summer work hours
    • Retirement savings program
    • Health insurance benefits
    • Cell phone per diem
    • Gas per diem
    • Bonus opportunities based on job performance
    • PTO package
    • Meal expenditure reimbursement program
    • Computer reimbursement program
    • Salary based on experience
    • Etc.