Community Association Portfolio Manager

Ghertner & Company; Nashville (TN); On-site; USD 65,000 - 90,000; Full time

Job summary

Ghertner & Company is seeking a Property Manager to oversee a portfolio of HOA properties, ensuring value, standards, and smooth operations.

The role involves mentoring boards, managing finances, vendor relations, and site visits to enforce covenants. Strong leadership, budget skills, and excellent communication are essential for success in this position.

Qualifications

• Bachelor's Degree in a relevant field is required; CAM/CPM/CMCA/AMS preferred or 4 additional years of experience in lieu of degree.
• Minimum of 3 years property management or customer service experience required.
• Budget experience strongly preferred.
• Strong leadership, client relations and negotiation skills.
• PC literacy required (spreadsheets).
• Ability to analyze and summarize a monthly financial statement and prepare budgets and forecasts.
• Strong written and verbal communications skills.
• Ability to work independently as a project leader and as part of a team.
• Must be available for nights and weekends for answering service calls.

Responsibilities

• Advise Board members on community association policies and develop best practices.
• Manage daily operations and provide management reports to the Board.
• Monitor assessments revenue and vendor payments to ensure funds are available.
• Review financial reports and prepare financial summaries for Board review.
• Assess vendor service needs, negotiate or bid services, and monitor delivery.
• Conduct regular site visits to monitor covenant compliance and maintenance needs.
• Coordinate Ghertner & Company support services to meet association needs.
• Respond to inquiries about business services and maintain client relations.
• Maintain electronic data files and ensure timely access to documents.

Skills

Leadership

Client relations

Negotiation

PC literacy

Budgeting

Financial analysis

Communication

Time management

Attention to detail

Project leadership

Education

Bachelor's Degree or 4 years experience in lieu of degree

Tools

Spreadsheets

Job description

Description

Position Overview:

Manage a portfolio of properties in a way that preserves, enhances, and protects the value and standards of the homeowners associations for those properties and of Ghertner and Company.

Primary/Essential Duties & Responsibilities:

Board Mentoring & Administrative Support - advises Board members on community association standard policies, practices and processes and assists in the development of best practices by the association; provides business management time, processes and systems to administer the day-to-day operations of the association’s business and provides management reports on status on ongoing tasks.

Financial Reporting & Cash Management- monitors the collection of assessments and revenue for the association and manages the payments for association services and equipment to ensure adequate funds are available for the ongoing daily operations of the association; reviews the regular financial reports to ensure accuracy of the accounts and prepares a financial summary of key issues for Board review.

Vendor Management - assesses the association’s facilities and property service requirements, establishes vendor service needs, evaluates qualified vendors, negotiates services or equipment requirements or submits proposal for competitive bids, selects appropriate vendor and monitors the delivery of the service or equipment to ensure compliance.

Common Element Site Visits, Maintenance & Covenant Enforcement - performs regular site visits of the community common elements to monitor compliance issues and areas of common responsibility, identify any issues or maintenance requirements; maintains a preventive maintenance program and capital replacement assessment for the association’s facilities, equipment and grounds; inspects the community for Homeowner violations of covenant and architectural standards and initiates the enforcement policies for resolution.

Association Data Management & Document Storage – consistently maintains electronic data files and collects, files and stores physically or electronically, the documents and information on the business operations of the association ensuring timely and easy access to the data when necessary including software systems.

Coordination of Support Services - coordinates the staff resources from the Ghertner & Company support services to meet the operating needs of the association, including Client Services, Accounting, Ghertner Maintenance & Construction, Legal & Collection Services and Lease Administration Services.

Business Service Inquiries - responsible for responding to inquiries involving business services and business relationships, including full responsibility for communicating during regular business hours with Board members, vendors servicing their association and all inquiries involving 24/7 services or emergency inquiries and calls.

Client Retention & Communication - demonstrates a positive, professional, and client-oriented attitude about the company with homeowners, Board of Directors, vendors, coworkers and the public whether contact is by mail, telephone, e-mail or in person. Constantly strives for improvements in work process and results to better meet client’s expectations.

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements which may be inherent in the position.

Requirements

Knowledge & Skill Requirements:

• Bachelor's Degree in a relevant field of study is required. Course work in real estate, with CAM, CPM, CMCA and/or AMS designation is preferred. Will accept 4 additional years of experience in lieu of degree.
• A minimum of 3 years property management or customer service experience is required.
• Budget experience strongly preferred.
• Strong leadership, client relations and negotiation skills.
• PC literacy is required (spreadsheets).
• Ability to analyze and synopsize a monthly financial statement and prepare detailed budgets and operating forecasts.
• Ability to note deviations from financial plan, determine causes and to provide recommendations to the Board of Directors on needed action plans.
• Strong written and verbal communications skills.
• Ability to understand and carry out industry specific written and oral direction. Positive, innovative approach to problem solving. Presents ideas in a clear, concise, understandable, and organized manner; negotiate, persuade, and modify opinion in order to reach the goals/objectives of the organization.
• Ability to work independently as a project leader and as a team member.
• Ability to relate well with others even while working at a distance without the benefit of personal contact.
• Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow-through.
• Ability to exercise judgment and discretion is critical to success. Must be professional at setting priorities and coping with competing demands.
• Excellent time-management and general organization skills. Neat, professional appearance.
• Must be available at nights and weekends for answering service calls

Physical Demands & Work Requirements

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, use hands to fingers, handle or feel; and reach with hands and arms.
• Use of personal vehicle is required, as well as a valid Driver's License to operate a vehicle.