Commercial Portfolio Manager

Odevo•Chantilly, VA

About The Position

Odevo and Capitol Companies are leaders in property and community management, combining global expertise with local market knowledge to deliver exceptional service. Together, we manage a diverse portfolio of properties and communities, leveraging innovative technology, operational excellence, and a people-first approach to create thriving, well-managed environments. Odevo operates on a global scale, bringing innovative technology and transformative solutions to modernize and streamline property management processes. Capitol Companies offers unmatched expertise and personalized service in managing homeowner associations and commercial properties n the U.S. Virginia market. Capitol Companies manages a diverse portfolio of communities, delivering tailored solutions that enhance property value and elevate the living experience. By combining global resources, local expertise, and a people-first approach, we are committed to creating thriving communities and fostering long-term success for our clients and residents alike. About the role The Portfolio Manager reports to and receives general supervision and direction from the Director of Commercial Property Management. The Portfolio Manager effectively manages the properties in the portfolio according to CPM Standard Operating Procedure and Policy as well as each Association's Bylaws, Declarations and Policy & Procedures. The Commercial Portfolio Manager is responsible for the overall management, administration, and operation of commercial property owners’ associations, business parks, office condominium associations, mixed-use developments, retail and commercial common-interest communities. This role serves as the primary liaison between property owners, Board members, tenants, vendors, and service provides while ensuring compliance with governing documents, maintaining common areas, managing budgets and supporting the association’s strategic objectives. The Commercial Portfolio Manager is responsible to maintain full working knowledge of all CPM operating policies and procedures, CINC modules, Strongroom and HomeWise. The Commercial Portfolio Manager is expected to be able to effectively communicate, instruct, and motivate CPM employees in all phases of association management policies and procedures. Public Relations To guide and assist the Board of Directors in operating the property and the Association. Works directly with the Board President to provide recommendations and assistance as needed. Prepares owners notices, replies to owner correspondences, provides insurance company information and recommendations. Represents CPM to owners, government, contractors, suppliers, etc. Property Maintenance Negotiates contracts and updates contract analysis for associations. Performs weekly inspections of buildings and grounds. Performs monthly inspection of preventative maintenance logs and ensures compliance with schedule. Ensures quality control of employee workmanship, contractors, and competitive pricing. Provides Association with options regarding energy management and capital expenditures Prepare written Monthly Management Reports for the Board of Directors, to be discussed during scheduled Board Meetings. The report includes, but is not limited to the following information: Prepare annual draft budget for the Board's review and approval. Inspect and maintain all common elements. Act as the liaison for the Board of Directors and facilitate communication between the Board, owners, tenants and vendors. Ensure that all rules and regulations that govern the Association are enforced. Obtain competitive bidding for all contracts based on written specifications, with the final decision made by the Board of Directors based on the property manager's recommendations. Oversee contractor activities to include: receiving certificates of insurance, copies of bonds, manufacturer's warranties, release of liens, reviewing and enforcing the quality of workmanship and warranties. Process incident/accident reports, insurance claims, handle potential litigation requests, and follow through with the direction of the Board of Directors. Maintain a calendar of contracts, expiration dates, and key dates in the competitive bidding process for all contracts. Ensure and provide for all standard operating procedures for all maintenance activities, develop and maintain preventive maintenance and inventory program for mechanical, plumbing and electrical equipment, common element heating and cooling systems and commonly used spare parts for repairs. Develop description of procedures for contract inspections and performance monitoring. Perform resale inspections, and annual inspections, as necessary Capital Improvements & Physical Recommend and report to the Board improvements needed on the property Inform Board of Directors of property physical needs Prepare and implement annual budget along with working capital reserve projects Authorize purchases and approve invoices for payment, and ensure release of lien is signed before providing final payment Coordinate insurance renewals and claim processing

Requirements

Experienced commercial property/association management professional with 5+ years managing commercial associations, business parks, office condominiums, mixed-use developments, or commercial common-interest communities.
Strong relationship builder and communicator who can partner effectively with Boards of Directors, owners, tenants, vendors, contractors, and other stakeholders while serving as a trusted liaison.
Operationally and financially disciplined leader with experience in budgeting, reserve planning, vendor oversight, contract negotiation, inspections, preventive maintenance, compliance, and capital improvement planning.
5+ years of commercial association management, commercial property management or community association management experience.
Contract negotiation, vendor oversight and project management.
Knowledge of governing documents and compliance requirements.
Knowledge of association governance, budgeting, reserve planning and contract administration.
Experience working directly with Boards of Directors and stakeholders.

Nice To Haves

Bachelor’s degree in Business Administration, Property Management, Real Estate, Public Administration or related field preferred
Certified Manager of Community Associations (CMCA)
Association Management Specialist (AMS)
Professional Community Association Manager (PCAM)
Certified Property Manager (CPM)

Responsibilities

Manage the properties in the portfolio according to CPM Standard Operating Procedure and Policy as well as each Association's Bylaws, Declarations and Policy & Procedures.
Oversee the overall management, administration, and operation of commercial property owners’ associations, business parks, office condominium associations, mixed-use developments, retail and commercial common-interest communities.
Serve as the primary liaison between property owners, Board members, tenants, vendors, and service providers.
Ensure compliance with governing documents, maintaining common areas, managing budgets and supporting the association’s strategic objectives.
Maintain full working knowledge of all CPM operating policies and procedures, CINC modules, Strongroom and HomeWise.
Effectively communicate, instruct, and motivate CPM employees in all phases of association management policies and procedures.
Guide and assist the Board of Directors in operating the property and the Association.
Work directly with the Board President to provide recommendations and assistance as needed.
Prepare owners notices, reply to owner correspondences, and provide insurance company information and recommendations.
Represent CPM to owners, government, contractors, suppliers, etc.
Negotiate contracts and update contract analysis for associations.
Perform weekly inspections of buildings and grounds.
Perform monthly inspection of preventative maintenance logs and ensure compliance with schedule.
Ensure quality control of employee workmanship, contractors, and competitive pricing.
Provide Association with options regarding energy management and capital expenditures.
Prepare written Monthly Management Reports for the Board of Directors.
Prepare annual draft budget for the Board's review and approval.
Inspect and maintain all common elements.
Act as the liaison for the Board of Directors and facilitate communication between the Board, owners, tenants and vendors.
Ensure that all rules and regulations that govern the Association are enforced.
Obtain competitive bidding for all contracts based on written specifications.
Oversee contractor activities to include: receiving certificates of insurance, copies of bonds, manufacturer's warranties, release of liens, reviewing and enforcing the quality of workmanship and warranties.
Process incident/accident reports, insurance claims, handle potential litigation requests, and follow through with the direction of the Board of Directors.
Maintain a calendar of contracts, expiration dates, and key dates in the competitive bidding process for all contracts.
Ensure and provide for all standard operating procedures for all maintenance activities, develop and maintain preventive maintenance and inventory program for mechanical, plumbing and electrical equipment, common element heating and cooling systems and commonly used spare parts for repairs.
Develop description of procedures for contract inspections and performance monitoring.
Perform resale inspections, and annual inspections, as necessary.
Recommend and report to the Board improvements needed on the property.
Inform Board of Directors of property physical needs.
Prepare and implement annual budget along with working capital reserve projects.
Authorize purchases and approve invoices for payment, and ensure release of lien is signed before providing final payment.
Coordinate insurance renewals and claim processing.