HOA Community Manager

AMS•Portland, OR

1d•Onsite

About The Position

We are looking for an On-site Community Manager to support day-to-day operations and help create a positive living experience for residents. This role requires full working knowledge of the condominium's governing documents and its rules and regulations, as well as proficiency in BuildingLink and other relevant software platforms.

Requirements

Full working knowledge of the condominium's governing documents and its rules and regulations.
Full working knowledge of BuildingLink and other software platforms used to support operations.
Ability to liaise daily with facilities management, concierges, and janitorial staff.
Ability to liaise with Association Business Manager (ABM), vendors, AMS accounting, realtors, Committee chairs, and the Board.
Ability to prepare daily recaps/alerts and announcements.
Ability to review and update calendars in BuildingLink.
Ability to promptly handle resident requests and concerns.
Ability to distribute emergency notifications.
Ability to coordinate on-site staff.
Ability to provide coverage for concierge breaks and absences.
Ability to assist with concierge recruiting and training, manage scheduling, and oversee performance.
Ability to prioritize implementation of security and safety measures and assure protocols are followed.
Ability to provide assistance to residents with Work Orders, ARC requests, bill payment, and optimizing use of BuildingLInk, LeakDefense, and other resident interfaces.
Ability to provide support to committees.
Ability to maintain up-to-date records in BuildingLink.
Ability to monitor and create Incident Reports.
Ability to resolve complaints, grievances, and violations informally.
Ability to prepare violation warnings and notices.
Ability to process fines.
Ability to monitor Guest Suite and Amenities Room reservations and schedule janitorial.
Ability to oversee scheduling of moves and move coordination services.
Ability to provide new resident orientations.
Ability to arrange billing of move-in/move-out fees.
Ability to assist ABM in processing invoices, budgeting, and Board meetings.
Ability to arrange billing to unit owner accounts.
Ability to organize audits of fobs and storage use.

Responsibilities

Liaise daily with the facilities management company, concierges and janitorial staff and arrange for follow-up as needed.
Liaise as needed with the Association Business Manager (ABM), vendors, AMS accounting, realtors, Committee chairs and the Board.
Prepare daily recaps/alerts to go out to Board, Committee chairs and/or residents utilizing BuildingLink and when needed, announcements posted in hard-copy.
Review calendars in BuildingLink to make sure they reflect events scheduled by the Board, Committee chairs, or the facilities management company as well as reservations of facilities and amenities by residents. Update as needed.
Promptly handle resident requests and concerns, whether referred from the concierges, the facilities management company, or received directly in-person or via phone, email or BuildingLink. Confirm follow-up by the appropriate parties and document in BuildingLink.
Prepare follow-up responses or announcements for delivery via BuildingLink.
Distribute emergency notifications via BuildingLink as requested by the facilities management company, Board/Committee Chairs or governmental authorities. Keep on-site staff informed of status.
Coordinate on-site staff to provide assistance that the facilities management company or governmental authorities request.
Provide coverage for concierge breaks and when a floater is unavailable, for other concierge absences.
Assist with concierge recruiting and training, manage concierge scheduling and oversee performance of concierge duties.
Prioritize implementation of security and safety measures; assure protocols are followed including, if available, use of KeyLInk.
Working with the concierge team, provide assistance to residents with Work Orders, ARC requests, options for bill payment and optimizing their use of BuildingLInk, LeakDefense and other resident interfaces.
Provide support to committees.
Maintain up-to-date records in BuildingLink of owner, resident and tenant information; records of compliance with insurance requirements; copies of leases; up-dated, customized manuals for concierges and janitorial staff; updated, customized resident manuals and new resident orientation materials; supplies needed for front desks, guest suite and restrooms, and janitorial.
Monitor and when necessary, create, Incident Reports.
Work to resolve complaints, grievances and actual or potential violations informally.
Following protocols established by the Rules and Regulations Committee and with input from the ABM as needed, prepare violation warnings and notices. Process any fines that result to the owner's account.
Monitor Guest Suite and Amenities Room reservations and schedule janitorial. Check after each use for damage or special housekeeping needs. Assure readiness for next use.
Oversee scheduling of moves and move coordination services.
Provide new resident orientations.
Arrange billing of move-in/move-out fees.
Provide assistance to ABM in processing invoices, budgeting and Board meetings.
Arrange billing to unit owner accounts for use of the Guest Suite, bike/kayak storage, fob and unit supply purchases, charges for social events and other activities.
Organize audits of fobs and storage use.