Portfolio Property Manager

Associa • Miami, FL

11h

About The Position

The Portfolio Property Manager (PPM) is responsible for overseeing multiple
residential properties, ensuring their smooth operation, and maintaining high
standards of service for homeowners and tenants. This role collaborates closely
with onsite teams, boards of directors, and regional management to deliver
exceptional property management services. The PPM will focus on daily
operations, employee management, financial oversight, and facility maintenance,
fostering a positive environment while ensuring compliance with governing
documents and local regulations.

Requirements

• Bachelor’s degree (preferred).
• Minimum of 3-5 years of property management experience, with portfolio/ Luxury property management.
• Strong leadership and interpersonal skills to manage diverse teams.
• Knowledge of financial management, including budgeting and payroll.
• Proficient in property management software (e.g., BuildingLink, ADP, StrongRoom).
• Exceptional communication, organizational, and problem-solving skills.
• Familiarity with local building codes, safety regulations, and reserve study processes.

Responsibilities

• Safety & Compliance:
• Manage emergency and fire safety systems, ensuring functionality and compliance with local regulations.
• Maintain updated contact information in the Property Emergency Manual.
• Train all employees on emergency responsiveness procedures.
• Coordinate timely building infrastructure inspections with local code enforcement and the Fire Marshal.
• Employee Management:
• Provide support and guidance to onsite teams to maintain smooth operations.
• Foster a collaborative and positive workplace environment with open communication.
• Lead onboarding, training, and development for new and existing employees.
• Address employee issues promptly, collaborating with HR and regional management as needed.
• Supervise and review employee performance through daily checklists, coaching, and discipline as necessary.
• Board Relations:
• Attend board meetings, provide project updates, and take meeting minutes when required.
• Assist in preparing for annual meetings and board elections, including:
• Drafting meeting notices and proxy ballots.
• Coordinating candidate bios and election logistics.
• Supporting pre-meeting and in-meeting voting processes.
• Support board committees and follow up on action items as assigned.
• Financial Management:
• Process and code vendor invoices through StrongRoom.
• Oversee employee timecards and ensure accurate payroll processing via ADP.
• Collaborate with the Directing Manager (GM) on monthly financial reviews and draft annual budgets.
• Track capital project expenditures and ensure proper General Ledger (G/L) coding.
• Facility Operations:
• Monitor and manage work orders to ensure timely resolution.
• Supervise BuildingLink communications and follow up on resident concerns.
• Conduct daily walkthroughs of amenities, grounds, and back-of-house (BOH) areas, addressing maintenance issues and ensuring cleanliness.
• Oversee the Reserve Study process, budgeting, and project execution.
• Meet and direct contractors and service providers as needed.
• Administrative Support:
• Maintain a consistent standard of cleanliness across properties.
• Ensure employees adhere to uniform and grooming policies.
• Establish and document performance accountability for all departments.
• Assist the GM with bid solicitations for projects and service agreements.
• Communication:
• Generate weekly updates for boards of directors.
• Support monthly communication efforts to homeowners, ensuring clarity and transparency.
• Assist the concierge team in resolving homeowner and tenant concerns effectively.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager