Portfolio Community Manager

associacareers; Lexington (MA); Hybrid; USD 75,000 - 85,000; Full time

Job summary

The Dartmouth Group, an Associa company, is seeking an experienced Portfolio Community Manager for a remote role with occasional meetings at the Lexington office. The candidate will oversee assigned communities, implement board directives, and manage budgets and vendor relationships.

Ideal applicants have 2+ years in community association management, strong communication skills, and the ability to interpret financial statements.

Qualifications

• 2+ years of experience in community association and condo management.
• Willingness to obtain CMCA within the first year, company paid.
• Strong written and verbal communication skills.
• Ability to read and interpret financials (Balance Sheet, Income Statement, etc.).
• Effective project management with multi-project prioritization.

Responsibilities

• Implement Board policy and directives within the management agreement scope.
• Travel to multiple community sites weekly or bi-monthly.
• Inspect facilities and ensure Rules & Regulations adherence.
• Coordinate with Property Administrators on communications and modification processes.
• Deliver exceptional customer service to homeowners and respond to requests promptly.
• Enter data and maintain records in the database; track documents.
• Create and manage budgets; review financial statements and reserve studies.
• Develop and submit RFPs; manage vendor selection and oversight.
• Prioritize maintenance requests and coordinate vendors for onsite work.
• Prepare board meeting packages; schedule and attend meetings (in person or virtual).
• Send weekly communications to homeowners about maintenance, guidelines, and events.
• Be available to assist on-call maintenance staff during emergencies.
• Demonstrate leadership and decision-making ability.

Skills

Customer service

Leadership

Communication

Project management

Time management

Organization

Education

CMCA certification (desired)

Tools

Budgeting software

Job description

The Dartmouth Group, an Associa company, is hiring an experienced Portfolio Community Manager to oversee assigned communities. This is a remote position with occasional meetings in the Lexington office.

Daily responsibilities:

• Implement Board policy and directives within the scope of the management agreement. Works with the board on strategic initiatives, policy governance and association projects.
• Travel to multiple community sites on a weekly or bi-monthly basis.
• Perform site inspections of facilities and common areas and amenities to ensure they are being maintained properly. Ensure Rules & Regulations are adhered.
• Work closely with Property Administrators regarding routine communications, Architectural Modification process and issuing violation letters when necessary.
• Deliver quality customer service by responding promptly to owner requests and schedule timely work order repairs.
• Data enter and update information in the database; record and track documents and information.
• Create and manage budgets; review and present financial statements, interpret Balance Sheet, Income Statement, Operating Expenses, Pre-paid and Delinquency Reports and Reserve Studies.
• Develop and submit RFP’s, manage the bidding and vendor selection process, vendor oversight and develop vendor relationships.
• Prioritize maintenance requests and work orders; schedule and coordinate maintenance vendors and contractors for work to be done onsite.
• Prepare board meeting packages. Coordinate, schedule and attend monthly and annual meetings. Some meetings are in person, and some are virtual.
• Create and send out weekly mass communications by mail and email to homeowners notifying them of maintenance onsite, HOA guidelines, and community events.
• Be readily available to assist the maintenance on call technicians with emergencies as necessary.
• Excellent written and verbal communication skills required.
• Must be self-starter with good organizational, time management and prioritization ability.
• Strong leadership skills and ability to make informed decisions, as demonstrated by prior experience.
• Other projects as assigned.

Pay rate: $75K - $85K per year.

• 2+ years of experience in community association and condo management is preferred.
• Management experience in single family, multifamily, apartment and leasing, vacation rentals, hospitality, concierge, and customer service are encouraged to apply.
• Knowledge of the Association Board of Directors, the General Manager, and how those roles interface with the requests of homeowners.
• Willingness to obtain CMCA within the first year, company paid.
• Customer service driven and team oriented.
• Ability to read and interpret financials, Balance Sheet, Income Statement, Operating Expenses, Reserves, Delinquency Reports, Variance Analysis.
• Effective project management skills; ability to prioritize and manage multiple projects in various stages of completion and communicate with all parties involved.
• Excellent communication skills (written and spoken), proactive communication style with conflict resolution techniques.

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