Portfolio Manager

associacareers; Chantilly (VA); On-site; USD 80,000 - 86,000; Full time

Job summary

associacareers seeks a Portfolio Manager to support onsite staff and oversee administrative, maintenance, and capital projects across multiple HOA and condominium communities in Chantilly, VA. Travel to communities is required and collaboration with Boards and staff is essential.

The role includes budgeting, financial reporting, vendor management, and ensuring HOA codes and rules are followed. CMCA/AMS/PCAM certifications are preferred; compensation is around $80,000–$86,000 annually.

Qualifications

• 2+ years of community association experience.
• Knowledge of the Association Board of Directors and how they interface with homeowners requests.
• Customer service driven and team oriented.
• Financial acumen: read and interpret Balance Sheets, Income Statements and reserves.
• Strong project management and communication skills.

Responsibilities

• Travel to multiple HOA communities to provide support.
• Meet and collaborate with onsite staff and Board members.
• Hire, train and develop staff for portfolio needs.
• Implement Board policy within management agreement scope and assist with strategic initiatives.
• Inspect properties to ensure maintenance and compliance with HOA rules.
• Issue violation letters and follow up on remediation.
• Coordinate with homeowners, vendors, and contractors.
• Respond to inquiries via in-person, phone, and email.
• Enter data and manage documents in the database.
• Create and manage budgets; review financial reports and reserves.
• Submit RFPs and manage vendor selection for capital projects.
• Prioritize maintenance requests and coordinate work orders.
• Prepare board packages and schedule meetings.
• Send weekly communications to homeowners about maintenance and events.
• Assist homeowners with architectural review forms.

Skills

Customer service

Financial acumen

Project management

Communication skills

Team oriented

Leadership

Education

CMCA/AMS/PCAM certifications

Job description

The Portfolio Manager provides support to onsite staff and oversees all administrative, maintenance, and capital projects for multiple HOA and condominium communities assigned to the portfolio.

Daily responsibilities:

• Travel to multiple HOA communities.
• Meet and collaborate with onsite staff and members of the Board of Directors.
• Hire, train, and develop staff.
• Implement Board policy and directives within the scope of the management agreement. Works with the board on strategic initiatives, policy governance and association projects.
• Walk and inspect property, ensure property is well maintained and HOA Code, Compliance, Rules & Regulations are adhered.
• Issues violation letters to homeowners and follow-up to ensure remedied.
• Meet and greet homeowners, residents, members of the Board of Directors, maintenance vendors and contractors.
• Research and respond to inquiries in-person, by phone, and email.
• Data enter and update information in the database; record and track documents and information.
• Create and manage budgets; review financial reports, interpret Balance Sheet, Income Statement, Operating Expenses, and Reserve Studies.
• Submit RFPs, manage the bidding and vendor selection process, develop vendor relationships, and mange capital projects.
• Prioritize maintenance requests and work orders; schedule and coordinate maintenance vendors and contractors for work to be done onsite.
• Prepare board packages. Coordinate and schedule monthly and annual board meetings.
• Create and send out weekly mass communications by mail and email to homeowners notifying them of maintenance onsite, HOA guidelines, and community events.
• Assist homeowners in completing architectural review forms and follow-up with homeowners on the Board’s decision.
• Other projects as assigned.

Annual salary: $80K-$86K

• 2+ years of community association experience.
• Knowledge of the Association Board of Directors, the General Manager, and how those roles interface with the requests of homeowners.
• CMCA, AMS, and PCAM, or willingness to obtain, company paid.
• Customer service driven and team oriented.
• Financial acumen, 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) and conflict resolution techniques.

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