Portfolio Manager

HOATalent•Fairfax, VA

40d

About The Position

The Portfolio Manager is responsible for overseeing the daily operations, financial health, and long-term planning of a portfolio of community associations, condominiums, townhomes, or multi-family residential properties. This role serves as the primary liaison between homeowners, boards of directors, vendors, and staff, ensuring efficient operations, regulatory compliance, and superior customer service. Operations & Administration Manage the daily operations of assigned communities, including maintenance of common areas, amenities, and facilities. Conduct regular property inspections and document maintenance or compliance issues. Coordinate with vendors and contractors for repairs, capital projects, and preventive maintenance. Maintain accurate records, reports, and correspondence for each association. Board & Homeowner Relations Serve as the main point of contact for boards of directors, homeowners, and committees. Prepare and distribute board packets, agendas, and meeting minutes. Attend and facilitate board and annual meetings, presenting financial and operational updates. Advise boards on compliance with governing documents, applicable statutes, and best practices. Financial Management Assist with the preparation and presentation of annual operating budgets and reserve funding plans. Review and approve invoices, ensuring accuracy in coding and compliance with budgets. Monitor accounts receivable and assist with collection efforts as needed. Provide timely monthly financial reports, variance reports, and recommendations to boards. Compliance & Governance Enforce community rules, regulations, and deed restrictions consistently and fairly. Stay current on state and local property codes, association laws, and industry standards. Assist with insurance claims, renewals, and risk management processes. Leadership & Collaboration Supervise on-site staff or assistants when applicable, ensuring effective performance and training. Collaborate with internal departments (accounting, inspections, administrative support) to deliver seamless service. Maintain strong professional relationships with vendors, contractors, and regulatory bodies.

Requirements

2–5 years of experience in property management, preferably with HOAs, condominiums, or multi-family residential properties.
Strong knowledge of association governance, financial management, and building systems.
Excellent organizational, time management, and problem-solving skills.
Strong written and verbal communication skills; comfortable presenting to boards and homeowners.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with property management software is a plus.
Ability to work evenings or weekends as required for board/annual meetings.
Must hold a valid driver’s license and have reliable transportation.
Ability to conduct on-site property inspections, including walking, climbing stairs, and working in indoor/outdoor environments.
Comfortable handling occasional emergency situations outside of normal business hours.

Nice To Haves

Professional certifications such as CMCA®, AMS®, or PCAM® preferred (or willingness to pursue).

Responsibilities

Manage the daily operations of assigned communities, including maintenance of common areas, amenities, and facilities.
Conduct regular property inspections and document maintenance or compliance issues.
Coordinate with vendors and contractors for repairs, capital projects, and preventive maintenance.
Maintain accurate records, reports, and correspondence for each association.
Serve as the main point of contact for boards of directors, homeowners, and committees.
Prepare and distribute board packets, agendas, and meeting minutes.
Attend and facilitate board and annual meetings, presenting financial and operational updates.
Advise boards on compliance with governing documents, applicable statutes, and best practices.
Assist with the preparation and presentation of annual operating budgets and reserve funding plans.
Review and approve invoices, ensuring accuracy in coding and compliance with budgets.
Monitor accounts receivable and assist with collection efforts as needed.
Provide timely monthly financial reports, variance reports, and recommendations to boards.
Enforce community rules, regulations, and deed restrictions consistently and fairly.
Stay current on state and local property codes, association laws, and industry standards.
Assist with insurance claims, renewals, and risk management processes.
Supervise on-site staff or assistants when applicable, ensuring effective performance and training.
Collaborate with internal departments (accounting, inspections, administrative support) to deliver seamless service.
Maintain strong professional relationships with vendors, contractors, and regulatory bodies.