Cma Onsite Community Association Manager

Position Purpose

The Onsite Association Manager has the complete oversight of the day-to-day operation of a condominium community. The Onsite Association Manager oversees the operation, maintenance, management, cleaning, sanitation, renewal, replacement, care and upkeep of the Common Areas as described in the communities’ association legal documents. Dedicated solely to this one community, the Onsite Association Manager enforces compliance with the Rules and Regulations relative to the operation, use and occupancy of the property while maintaining a cordial relationship with owners, tenants, contractors, vendors, and employees. Expectation is that the Onsite Association Manager holds regular office hours, Monday through Friday, typically 9:00 a.m. to 5:00 p.m. However, flexibility is key to meet the needs of residents, visitors, contractors, vendors, and other Association employees. The Onsite Association Manager will work with other onsite staff and contractors to ensure that all emergencies are addressed in a timely manner which may require some work after normal business hours. However, there is sufficient corporate support to always assist the Onsite Manager in any work required. Though a direct employee of CMA, the Onsite Association Manager works directly under the supervision and direction of the Boardas a wholevia Board vote.

Major Tasks, Responsibilities and Key Accountabilities

• Produce monthly manager’s report and agenda for the Board meetings. The board packet must be distributed at least 48 hours prior to the Board meeting.
• Manage a monthly Action Item list and produce a weekly report providing updates on all progress made on not only the items on the list but issues that arise throughout each week.
• Attend all meetings of the Board of Directors, including all scheduled meetings and hearings.
• Be highly knowledgeable about governing documents and board policies and procedures.
• Perform other administrative and management duties as requested by managing agent and/or the board of directors.
• Read and report on Association financials. This includes understanding various financial reports such as the balance sheet, income statement, budget and delinquency reports. Manage all aspects of the financial process for the Association including annual budget preparation to approval and processing of all Association invoices.
• Handle all owner and resident requests for common element or association services.
• Inspect property for services needed and then organize plan of work and schedule repairs with contractor or maintenance staff. Evaluate work performed by contractors per specified agreements.
• Maintain maintenance work order system and tracking.
• Inspect property for covenant/declaration violations and then prepare and send written notification of violations to homeowners.
• Manage the contractor and visitor check-in book and community room rental forms. Make sure processes are being followed by all staff members.
• Supervise or manage the amenities reservations and move in and outs from the building.
• Maintain individual owner files and obtain copies of leases from non-resident owners.
• Maintain on-site association administrative files.
• Coordinate mailings and notice distribution when needed.
• Communicate orally and in writing with owners, residents, volunteer leaders, and contractors.
• Maintain a positive, cordial, business-like relationship with owners, residents, and contractors.
• Serve as liaison to the Board of Directors and the Association’s Attorney.
• Work independently with little to no supervision when necessary.
• Work cooperatively and manage association staff members (concierge, maintenance personnel, etc.)

Physical Requirements

• Capable of working extended hours, to include evenings, weekends, and holidays as necessary.
• Able to see well enough to read faint or partially obscured writing or printing, with corrective lenses if needed.
• Must be able to speak English in a clear and understandable voice so that various types of communications may be conducted with people of various levels of education and capabilities, to include the exchange and receipt of information over the telephone.
• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying, and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
• This position will alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
• Must have finger dexterity for typing/using a keyboard.

Environmental Requirements

Must be able to work on more than one assignment at a time with frequent interruptions, changes, and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.