FirstService Residential · 10 hours ago
Community Manager
Minneapolis, MN
Full-time
Onsite
Mid Level
$80K/yr - $80K/yrFirstService Residential is a company focused on community management, and they are seeking a Community Manager to oversee the daily operations of the Association. The role involves managing communication with homeowners, supervising on-site staff, and ensuring compliance with the Association's governing documents.
Property ManagementReal Estate
Responsibilities
Accountability for servicing customers with a focus on the values of FirstService Residential:Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
Must maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor
Foster a welcoming and friendly environment for shareholders, guests, staff, and vendors
The Community Manager is the central on-site contact for addressing homeowner questions and concerns and will answer all incoming calls and emails in a timely basis
Communicate with homeowners about activities in the building, which may affect them via Connect, Email, Phone, Posting signs in message board/bulletin board/elevator
Provide individualize communications to homeowners about pertinent matters
Ensure that on-site staff and contractors communicate with homeowners in a clear manner
Maintain all owner and renter information in Connect
Distribute memos, letters and weekly Newsletter via Connect
Create a weekly or month end report as directed by the Association Manager
Create weekly project status report for long and short term projects
Maintain a calendar of building activity
Coordinate move in of new tenants and support unit owner in assisting lessees as they acclimate to the Association, as per Rules and Regulations, electronic fob, and garage card
Maintain a secure key entry system by keeping all key records updated in the database and in the entry
Ensure that information utilized by other staff is kept
Perform the role as team leader of staff
Ensure that employees have necessary tools, and access to necessary physical and informational resources to do their work
Conduct regular “check in “meetings with the on-site staff. Communicate new procedures/polices to staff
Ensure that staff procedures and performance are consistent with objectives of the Board of Directors, FirstService Residential management practices, and the rules of the Association
Coordinate appropriate coverage of Office and Building for staff vacation or sick time
Maintain an annual maintenance calendar and update as needed. Review maintenance check lists with the Maintenance staff and Association Manager
Maintain Vendor List
Gather detailed bids as directed by Associations Manager or Board for major non-recurring projects or for requested changes in recurring vendor contracts
Coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting project
Write Work Orders for On-Site Maintenance Tasks
Advise homeowners on issues of homeowner versus association expenses
Ensure cleanliness and condition of the building and the surroundings by walking the property interior and exterior weekly and initiating necessary action to correct
Ensure compliance and safety as it pertains to all applicable procedures including building safety and emergency
Conduct quarterly safety walk-throughs utilizing checklist and coordinate any issues with the corporate Safety
Advise contractors of homeowners versus association responsibility
Authorize appropriate work as directed by the Association Manager
Monitor contractor compliance with the Rules and Regulations
Oversee work to its satisfactory completion
Advise the Association Manager when non-routine problems occur, or work is not satisfactorily completed
Submit Billing Adjustment Form in a timely manner for charges and payments made by owners
Review and approve vendor invoices in Avid
Understand and review monthly financial reports
Understand the annual budget and reserve plan
Work with Association Manager to provide information for the annual budgeting process
Review hours submitted by building staff
Oversee and approve payroll in ADP, make corrections when necessary
Place orders for supplies and services needed for the Association
Create/assist in creating effective filing system for the office and shared files in Sharepoint
Create/assist in creating procedures and forms to support the operations of the building
Work on miscellaneous projects, as necessary or as requested by Association Manager
Work on miscellaneous duties and tasks as necessary for proper operation of the building
Maintain secure key entry system and update key records in database and entry system. Know how to program electronic key fobs/garage devices with unit and/or shareholder identity
Be knowledgeable on how to disable, add, rename fobs and garage cards as needed
Order additional fobs and garage cards well in advance of running out
Ensure performance of camera monitoring system and educate staff on system capabilities. Record incident retrievals
Use camera views to assist in managing the building especially parking and building access, and adjust views when necessary. Calibrate clocks on all cameras for accuracy
Prepare incident reports for incidents that take place in the building. Make sure on-site staff is trained to use the system to gather information and complete reports as needed. Take pictures of the incident scene as soon as possible
Contact the security companies when necessary for security system tweaking, and for questions, requests, and additional training
Attend monthly Board meetings as well as the Annual meeting
Post approved agenda
Responsible to take meeting minutes, prepare and distribute to the Board of Directors and shareholders
Follow up with Association Manager to coordinate action items
Distribute Leasing Requirements paperwork to those who may be moving in
Communicate with unit owners upon discovery of a resident who has leased a unit from an owner who has neglected to submit required paperwork
Coordinate move in of new tenant
Practice and adhere to FirstService Residential Global Service Standards
Conduct business at all times with the highest standards of personal, professional and ethical conduct
Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies
May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines
Ensure all safety precautions are followed while performing the work
Follow all policies and Standard Operating Procedures as instructed by Management
Perform any range of special projects, tasks and other related duties as assigned
Qualification
Required
Associate's or Bachelor's Degree
Previous Association Management experience or a general understanding of Condo Associations
Excel, Outlook and Word experience
Knowledge of customer service principles and practices
Customer service focused and understands the value of a smile
Outgoing and confident personality with consistent professional demeanor, able to manage varying personalities
Team Leader
Collaborative attitude and team player but also can work independently
Exceptional interpersonal skills
Computer literacy with knowledge of office software
Exceptional phone etiquette
Knowledge of basic administrative duties and organization skills
Ability to multi-task and prioritize duties
Exceptional communication skills – verbal and written
Attention to detail and accuracy
Highly organized and detailed-oriented
Problem solving skills
Able to take directions
Reliable, punctual, and discreet
Benefits
Your choice of multiple medical plans
Dental
Vision
EAP services
Life Insurance
Long-Term Disability coverage
Vacation and sick time off benefits
10 paid holidays
401k with company match
Company
FirstService Residential
FirstService Residential is a real estate company that provides property management services.
Founded in 2012
10001+ employees
Funding
Current Stage
Late StageLeadership Team
A
Amy Sanchez
President, Central & North Florida Markets
Katie Halfhill
Director of Business Development
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