Subject to the practices, policies, and standards within The Coral Company Team Member Handbook, the Association Manager is responsible for supporting a wide variety of administrative, accounting, team & customer support functions. This position requires all communication, interaction, and tasks be completed in a professional and accountable manner, as well as be accurate, timely, efficient, and effective on a daily basis with a constant view for the future performance of the team and property portfolio.
The Association Manager executes or delegates duties with the highest regard for exceptional performance, operational functions, & the best interests of company, clients, and residents. As team leader, the Association Manager bears responsibility for the team’s efforts to maximize productivity, efficiency, creativity, strategic problem solving, and customer service. Performance is measured against the Company’s directive to “Only promise what you can deliver, and always deliver what you promise.”
This position description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all the possible responsibilities, tasks, and duties, and is subject to change which may include additions or subtractions of responsibilities.
Salary Range: $80,000 - 90,000/Yr
Schedule: 8:30 AM - 5:00 PM, 1 hour lunch
100% onsite
Primary Responsibilities
• Set the standard for customer centric service to Coral internal and external clients.
• Responsible for the day-to-day operations of the property as outlined in the Management Agreement.
• Check voicemail and email communication and respond in a timely manner.
• Remain available 24/7 and respond to after hours or weekend property emergencies.
• Physically travel to property or properties assigned as required or business needs dictate.
• Provide exceptional customer service to all clients, residents, team members, and vendors.
• Provide timely response and follow-up with all clients, residents, team members, and vendors, along with appropriate documentation.
• Strict adherence to company and property management policy and standards, including safety and security.
Team
▪ Team management & supervision (where applicable) including: recruitment, onboarding, training, various HR actions, payroll, and team member performance evaluation.
▪ Conduct year-end evaluations.
▪ Responsible for team performance.
Budgeting
▪ Develop, prepare, implement, and track annual operating budget for the property.
▪ Ensure that property operations are conducted within budget limits.
▪ Create and update an annual capital expenditure budget.
Insurance
▪ Review, track, and renew insurance policy as needed.
▪ Initiate and oversee all insurance claims to resolution.
▪ Monitor coverage for accuracy and compliance.
▪ Work with owners and Board to ensure all appropriate insurance.
Legal
▪ Manage relations with law firm retained to address client legal needs.
▪ Coordinate relations with other law firms retained for special projects.
▪ Enforce rules of the Association in a fair and consistent manner.
▪ Attend hearings if needed.
Financial Reporting
▪ Preparation and delivery of financial reporting packages to client.
▪ Financial performance review and analysis.
▪ Budget variance explanations.
▪ Approve & code property invoices.
▪ Accounts receivable supervision and collection.
▪ Accounts payable and vendor payment supervision.
Maintenance & Housekeeping
▪ Supervise maintenance and housekeeping staff (where applicable), and vendors.
▪ Conduct monthly property inspections.
▪ Select & oversee maintenance vendors.
▪ Negotiate vendor proposals and contracts.
▪ Oversee work order system, and capital improvement projects.
▪ Evaluate the cost effectiveness of repairs versus replacements.
▪ Solicit, negotiate, and evaluate competitive bids for continuing service contracts (landscaping, security, tree maintenance, snow removal, etc.).
▪ Supervise maintenance & repair vendors for timely performance and quality assurance.
▪ Accessible 24/7 for emergency calls.
▪ Emergency response oversight.
Operations
▪ Manage and direct maintenance, housekeeping, security, and customer service team members in performing their responsibilities, where applicable.
▪ Oversee preventative maintenance program as implemented.
▪ Approve and submit timesheets to payroll in a timely manner, approve and manage team time-off schedule.
▪ Work with staff to engage outside service providers for regularly scheduled and emergency maintenance services.
▪ Safety and security oversight and management for the community and staff.
▪ Develop recommendations for capital improvement projects and budget.
Customer Service and Communication
▪ Weekly written manager’s report to the client.
▪ Client’s primary point of contact.
▪ Address client requests.
▪ Lead the team serving the client to deliver exceptional customer service.
Skills & Experience
• 3+ years of residential property management experience, in a leadership role preferred.
• 3+ years of experience managing a home owners association, large-scale, high-rise property, either a Condo Owners Association (COA) or apartment community preferred.
• College degree in Business Management, or related field preferred.
• Exceptional computer literacy and capability with all Microsoft Office programs, PDF software, and financial software.
• Human Resources experience relating to recruiting, onboarding, training, payroll, timekeeping, performance measurement, and disciplinary action highly preferred.
• Experience and ability to manage and motivate people.
• Able to reliably and timely commute to work locations as required.
• Responsive.
• Flexible, able to adapt to change.
• Highly attentive to details.
• Ability to complete tasks quickly and accurately.
• Strong organization and priority setting skills.
• Able to self-manage time and projects in order to meet deadlines, often while working independently.
• Effective and professional communication, both verbal and written.
• High-level customer service skills & experience.
• Passion for customer service.
• Strong work ethic.
• Desire to learn.
• Coachability: able to take constructive feedback and apply.
• Leadership: solving problems & planning.
• Communication: superior ability to interact & communicate effectively, efficiently, & professionally.
• Accountability: able to offer & receive constructive feedback, & meet deadlines & commitments.
• Salesmanship: ambassador for The Coral team.
• Ownership: committed to the Coral mission, values, strategies, projects, & results.
• Problem Solving: ability to analyze an issue, develop a strategy for resolution, and gather the resources necessary to execute the solution.
Team Attitude
• Team player: willing and able to assist anyone in need of assistance or support in order to get a project completed in an accurate and timely fashion.
• Professional: appropriate appearance, behavior, interactions, respect, composure, language, and communication style.
• Initiative: inquisitive & willing to learn and grow; ability to take a project/task and own it; find better ways to accomplish goals when necessary; make certain a project/task is completely understood and confirm that understanding with the project/task originator.
• Sense of humor & excellent judgment.
• Last, but certainly not least, commitment, capacity, creativity, and care.
Physical & Mental Requirements
• Bending, reaching, lifting, crawling, climbing, stooping, sitting, standing, walking, vision & verbal communication.
• Working on a computer for extended periods of time.
• Lift, carry, and move objects, no more than 25 pounds.
• Learn new tasks, remember processes, maintain focus, complete tasks independently, make timely decisions in the context of a workflow, ability to communicate, and ability to complete tasks in situations that have a speed or productivity quota.
Benefits