Community Association Manager - Portfolio

Overview

The Portfolio Community Association Manager is required to be knowledgeable about the Texas Statute that governs HOAs or Condos. Under general supervision and in association with the Board of Directors, Portfolio PM plans, directs, recommends, creates, and implements policies and procedures to ensure the services required to maintain the common elements of the Association(s) are provided in a first-class manner and accordance with governing documents.  

This role oversees multiple associations within a boutique portfolio setting. It is a hands-on leadership position responsible for overseeing the operational, administrative, financial, maintenance, and security functions of the Associations.  The position requires the Portfolio PM to be on call 24 hours a day, 7 days a week, for emergency consultation in case of incidents requiring management intervention.  All services of the Property Manager are under the direct supervision of Castle Management and are performed as stated in the Management agreement between the governing Board of Directors and Castle Management, LLC. 

The Portfolio Manager provides exemplary service consistent with the Castle Group's values and mission. As a representative of Castle Royal Service, he or she performs all responsibilities while demonstrating outstanding customer service skills. 

Responsibilities

Operations and Accounting 

• Implements and complies with all reporting requirements outlined in the Castle Management contract.  

• Implements and complies with meeting requirements outlined in Texas statue. 

• Implements and utilizes Castle Management assigned inspection checklists to inspect community and facilities on a routine basis to determine maintenance, security, violations, safety, and landscaping deficiencies to comply with Castle Management guidelines. 

• Creates, plans, directs and implements comprehensive systems for the protection of the community assets and records of the Association in a professional manner. 

• Manages the Association’s budget and financial processes, including reviewing expenses and preparing and submitting deficit funding requests to ensure cash flow is available to cover expenses.   

• Assists in the preparation of monthly financial reports and reviews for accuracy with special attention to variance trends. Maintains working knowledge of the Association’s financial reports and provides support to the Treasurer by obtaining responses to financial questions.  

• Creates recommendations for collection action on delinquent accounts. 

• Creates and implements processes for the storage and maintenance of Association records required under Texas Statute, including maintaining the Association’s Website. 

• Creates and implements Emergency Preparedness plans as outlined in the Castle Management contract, including those for weather-related events and other natural disasters.  

• Solicits, reviews, and compiles bid analysis sheets for Board Review for maintenance, construction, and other community projects, as well as services deemed to be in the best interests of the Association  

• Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury, including work-related injuries, and properly reports it within the appropriate timelines to the appropriate party.  

• Acts as liaison with legal counsel and other Association vendors as necessary to conduct Association business.  

• Reviews and codes vendor invoices before payment after confirming that the work has been completed satisfactorily. Ensure payments are made in alignment with the Board's direction. 

• Creates and implements architectural change request processes, including the utilization of assigned software programs to engage with Board or Committee members during the architectural review process. Set up ARC meetings. 

• Sets up or transfers utility accounts for Association from the Developer. 

• Schedules and leads new owner welcome meetings and orientations as needed.  

• Purchases equipment and supplies to set up site offices and lifestyle program, if applicable. 

 

Managing Relationships 

• Fosters appropriate communications between Board Members, Residents, and Management  

• Responds within the required timeline to all resident owner and Board Member requests. 

• Other duties and responsibilities as assigned. 

 

Supervisory Responsibilities 

• Direct supervisor of the on-site team as applicable

Qualifications

To perform