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Association Manager job

FirstService Residential jobs




Company Description

FirstService Residential is a provider of residential property management services. It oversees more than 7,000 residential and commercial associations across 21 US states and three Canadian provinces. It provides a wide variety of essential property services, from concierge through maintenance to security and more.The managed communities include condominiums and cooperatives, single-family homes, and rental and commercial properties. Career areas with the company include community services, community management, and corporate. Working for FirstService Residential, you will find opportunities for moving up the ladder, or across the continent. As a full-time associate, you will be offered a variety of benefits and perks to promote the wellbeing of you and your family.

Job Description

Position Description

The Association Manager is responsible for all aspects of managing associations in their property portfolio including contract management, communications with boards of directors and members of the associations, preparation for and follow-through from board meetings, financial statement review, collaboration with co-workers on various issues, vendor and contract management, and if applicable, management of on-site employees.

Functions and Responsibilities:


  • Manage oversight of all necessary maintenance for common elements of an Association
  • Develop calendar for all required maintenance and schedule preventive maintenance
  • Establish scope of work for projects and oversee maintenance contracts
  • Manage ongoing and routine maintenance projects
  • Manage capital replacement projects with involvement of third-party consultants as needed
  • Visit the property at least one time per week to review services and projects; document conditions requiring attention
  • Report to Board of Directors on maintenance issues at the property
  • Maintain vendor contacts and communications
  • Contract Management

  • Manage all contracts in portfolio of associations
  • Collaborate with contract administrator on aggregate contract management
  • Work with Board to identify preferences and opportunities for improvements on contract services and implementation of agreed upon services
  • Communications

  • Develop communications and disseminate information to all Association members about matters of importance in their community
  • Write and transmit individual owner correspondence regarding violations of policies or other matters affecting an individual unit owner and copy Board members on such letters
  • Communicate with the Association's Board of Directors in a timely manner about significant issues that require Board knowledge or action
  • Respond to all emails and phone calls within 24 hours
  • Financial Management

  • Review and approve monthly financial reports in a timely fashion (within 48 hours of statement production)
  • Understand monthly profit and loss statements; explain financials to Board of Directors and all members of the Association
  • Review and approve all weekly client association disbursements
  • Monitor collections efforts by Collections Department and understand well enough to explain basic status and elements of process to the Board
  • Assure contract for audit/tax preparation is executed and transmitted to FirstService Residential Controller 30 days prior to end of Association fiscal year
  • Develop annual client association budgets and transmit to client Boards for review and approval
  • Manage Board of Directors budget review and approval process
  • Monitor and facilitate updates to Replacement Reserve Schedule/Capital Expenditure plan
  • Personnel Management

  • Responsible for all on-site personnel employed by FirstService Residential at a client Association with the exception of desk attendants who are a shared responsibility with the On-Site Staff Recruiter/Supervisor
  • Create and maintain job descriptions using standard template; submit draft for review and approval from Human Resources Manager
  • Collaborate with senior manager and oversee the hiring of qualified employees
  • Coordinate the hiring of any employee with the Human Resources Manager
  • Train or oversee the training of on-site employees
  • Oversee employees obtaining certifications required for successful performance of their duties
  • Review employee performance annually with on-site Office Manager and make salary adjustments with input from senior management as appropriate; present salary adjustments to Board for approval
  • Document any substandard employee performance issues promptly and bring to attention of Human Resources Manager; seek counsel from Human Resources Manager as needed
  • Oversee immediate reporting of all workplace injuries which must be submitted to insurance carrier within 24 hours of incident
  • Meet with on-site personnel on a regular, prescheduled basis to understand employee issues and respond accordingly; escalate complex issues to Human Resources Manager
  • Oversee employee compliance with FirstService Employee Handbook
  • Client Association Governance

  • Provide required notice of Board meetings, annual meetings, and special meetings
  • Oversee fulfillment of all other obligations provided by the governing documents of the Association and the Minnesota Common Interest Ownership Act (MCIOA)
  • Leadership to Board and Association

  • Identify issues of concern within the association community
  • Assist the Board in establishing and implementing goals for the association
  • Provide or procure advice or resources to Board on issues of interest and/or concern to the membership and the Board
  • Association -- Management Relations

  • Review any matters requiring assistance with Senior Manager
  • Update Senior Supervising Manager monthly on overall status of account, including review of account issues and questions on range of issues
  • Promptly inform management, including transmittal of all relevant facts, regarding any significant disputes within the Association or between the Association and management or between the Association and a vendor serving the Association
  • Information Management

  • Provide administrative personnel with updates on changes in Board members, officers, or Board member contact information, changes in contractor emergency contact information for the Association; inform Human Resources of changes in personnel contact information
  • Provide updated financial and non-financial information that is or may be material to disclosures to FirstService Residential Disclosure Administrator
  • Fill out insurance information forms promptly and provide to FirstService Residential Insurance Coordinator to obtain timely insurance quotes
  • Review, execute, and update disclosures for unit sales prepared by FirstService Residential Disclosure Administrator
  • Work with administrative personnel to keep client website updated and ensure homeowners are informed about significant matters within the Association
  • Job Competencies:

  • Ability to build and maintain positive working relationships
  • Strong communication skills, written and verbal
  • Well-developed interpersonal aptitude
  • Excellent organizational abilities
  • Effective problem-solver
  • Collaborative attitude
  • Qualifications Required:

  • Minimum 4 years of transferable work experience
  • High school diploma or GED
  • Basic proficiency in MS Excel and Word
  • Ability to read financial statements
  • Qualifications Preferred:

  • Client services, account management, and/or property management experience
  • Associate's or Bachelor's degree in business field or property management
  • Practical familiarity with personnel management
  • Basic proficiency in MS PowerPoint
  • The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

    Estimated annual salary


    • Review financial statements, sales or activity reports, or other performance data to measure productivity or goal achievement or to identify areas needing cost reduction or program improvement.
    • Direct and coordinate activities of businesses or departments concerned with the production, pricing, sales, or distribution of products.
    • Direct administrative activities directly related to making products or providing services.
    • Prepare staff work schedules and assign specific duties.


    • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
    • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
    • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
    • SpeakingTalking to others to convey information effectively.


    • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
    • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
    • Economics and AccountingKnowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
    • Sales and MarketingKnowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

    FirstService Residential


    Company - Private




    $500M to $1B


    Multiple locations


    Real Estate Firms
    Real Estate Agencies & Brokerages Firms




    Chuck M. Fallon

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