HOA On-Site Manager

AMS•Portland, OR

7d•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 involves managing community operations and leading a team.

Requirements

Full working knowledge of the condominium's governing documents and its rules and regulations.
Proficiency in 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, 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.
Experience with concierge recruiting and training, scheduling, and performance oversight.
Ability to prioritize and implement security and safety measures.
Ability to assist residents with Work Orders, ARC requests, bill payment, and 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 prepare violation warnings and notices.
Ability to process fines.
Ability to monitor Guest Suite and Amenities Room reservations.
Ability to oversee scheduling of moves and provide new resident orientations.
Ability to arrange billing for various fees and services.
Ability to assist with invoice processing, budgeting, and Board meetings.
Ability to organize audits.

Responsibilities

Maintain full working knowledge of the condominium's governing documents, rules, and regulations, and proficiency in BuildingLink and other relevant software platforms.
Liaise daily with the facilities management company, concierges, and janitorial staff, arranging for follow-up as needed.
Liaise with the Association Business Manager (ABM), vendors, AMS accounting, realtors, Committee chairs, and the Board.
Prepare and distribute daily recaps/alerts to the Board, Committee chairs, and residents using BuildingLink, and post hard-copy announcements when necessary.
Review and update BuildingLink calendars to reflect scheduled events, facility reservations, and amenity bookings.
Promptly handle resident requests and concerns received in-person, via phone, email, or BuildingLink, ensuring follow-up and documenting in BuildingLink.
Prepare follow-up responses or announcements for delivery via BuildingLink.
Distribute emergency notifications via BuildingLink as requested by relevant parties.
Keep on-site staff informed of status and coordinate their assistance for requests from the facilities management company or governmental authorities.
Provide coverage for concierge breaks and other absences.
Assist with concierge recruiting and training, manage scheduling, and oversee performance.
Prioritize and ensure implementation of security and safety measures and protocols.
Assist residents with Work Orders, ARC requests, bill payment options, and optimizing their use of BuildingLInk, LeakDefense, and other resident interfaces.
Provide support to committees.
Maintain up-to-date records in BuildingLink for owner, resident, and tenant information, insurance compliance, leases, and customized manuals.
Monitor and create Incident Reports, working to resolve complaints and violations informally.
Prepare violation warnings and notices following established protocols, and process resulting fines.
Monitor Guest Suite and Amenities Room reservations, schedule janitorial services, and ensure readiness for subsequent use.
Oversee scheduling of moves and provide new resident orientations.
Arrange billing for move-in/move-out fees.
Assist the ABM in processing invoices, budgeting, and Board meetings.
Arrange billing to unit owner accounts for various services and activities.
Organize audits of fobs and storage use.