Portfolio Manager

HOA Talent; Washington; Hybrid; USD 70,000 - 110,000; Full time

Job summary

KCM seeks a Portfolio Manager to oversee a portfolio of community associations. You will be the primary liaison to Boards, driving financial performance, vendor management, and property standards while ensuring compliance with governing documents and Fair Housing regulations.

You will lead reporting, budgeting, contract bids, and asset maintenance, coordinating inspections and vendor performance across sites in a hybrid work environment.

Qualifications

• High school diploma required; college degree preferred.
• Strong customer service with clear written and verbal communication.
• CMCA designation (CAI) preferred.
• Proficient with Microsoft Office (Outlook, Word, Excel).
• Experience with Vantaca, Strongroom Payables Lockbox, and community portals.
• Valid driver's license may be required.
• Able to lift up to 25 lbs and walk properties.

Responsibilities

• Prepare and present monthly management reports on inspections, maintenance, violations, insurance status, and security incidents.
• Draft annual budgets for Board approval and manage working capital reserve projects.
• Obtain competitive bids for contracts; Board retains final approval.
• Authorize purchases, approve invoices, and confirm lien releases before final payment.
• Conduct weekly property inspections and monthly reviews of preventative maintenance logs.
• Negotiate and track vendor contracts, expirations, and bidding timelines.
• Vet contractors for insurance certificates, bonding, warranties, and workmanship quality.
• Develop and maintain preventive maintenance programs for mechanical, plumbing, electrical, and HVAC systems.
• Coordinate annual and as-needed inspections of common elements, submitting quarterly findings to the Board.
• Serve as the primary liaison between the Board and property operations.
• Respond to owner correspondence and enforce community rules and regulations.
• Process incident/accident reports and insurance claims, coordinating on potential litigation.
• Attend Board meetings per management contract requirements.
• Supervise onsite staff and the Corporate Administrative Assistant.
• Hire, train, and retain on-site personnel as needed.
• Flag personnel and physical property needs to senior leadership.

Skills

Customer service

Written communication

Verbal communication

MS Office

Vantaca

Strongroom Payables Lockbox

Community portals

Education

High school diploma

College degree preferred

CMCA designation (CAI) preferred

Tools

CMCA designation

Job description

Portfolio Manager

Join KCM as a Portfolio Manager overseeing a portfolio of community associations. You'll be the primary point of contact for each Board of Directors, driving financial performance, vendor management, and property standards while ensuring full compliance with governing documents and Fair Housing regulations.

What You'll Do

Financial & Board Reporting

• Prepare and present monthly management reports covering site inspections, maintenance progress, violations, insurance status, and security incidents
• Draft annual budgets for Board approval and manage working capital reserve projects
• Obtain competitive bids for all contracts based on written specifications; Board retains final approval
• Authorize purchases, approve invoices, and confirm lien releases before final payment

Property & Vendor Management

• Conduct weekly property inspections and monthly reviews of preventative maintenance logs
• Negotiate and track vendor contracts, expirations, and bidding timelines
• Vet contractors for insurance certificates, bonding, warranties, and workmanship quality
• Develop and maintain preventive maintenance programs for mechanical, plumbing, electrical, and HVAC systems
• Coordinate annual and as-needed inspections of common elements, submitting quarterly findings to the Board

Board & Owner Relations

• Serve as the primary liaison between the Board and property operations
• Respond to owner correspondence and enforce community rules and regulations
• Process incident/accident reports and insurance claims, coordinating on potential litigation
• Attend Board meetings per management contract requirements

Team Leadership

• Supervise onsite staff and the Corporate Administrative Assistant
• Hire, train, and retain on-site personnel as needed
• Flag personnel and physical property needs to senior leadership

What You'll Bring

• High school diploma required; college degree preferred
• Strong customer service background with excellent written and verbal communication skills
• CMCA designation (CAI) preferred
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Working knowledge of Vantaca, Strongroom Payables Lockbox, and community web portals
• Valid driver's license may be required
• Ability to lift up to 25 lbs and walk properties, including stairs

Work Environment

• Hybrid schedule: 50% remote, 50% in-office/on-site
• Standard office environment paired with regular outdoor property inspections