Property Manager

Title 

Property Manager 

May be referred to as “Associations Manager” or  Manager, Condominium Associations 

Department

Property Management

Reports to 

Executive Director, Property Management 

Function

Responsible for the oversight of all regular business and day to day operations for a multi-site portfolio of condominium associations on behalf of Trustee clients. 

Description

The Property Manager of Condominium Associations at Senné reports directly to the Executive Director Property Management. Their primary responsibilities include but are not limited to handling all Trustee and resident relations, overseeing all routine, emergency, and capital improvement repairs and maintenance, enforcement of policies and Rules and Regulations, and overseeing all financial and budgeting matters for the properties.  Management for assigned associations will be offsite at the Company’s Boston Headquarters.

The Property Manager will also be expected to assist the Executive Director, Maintenance Manager, other Property Managers, and other management staff as necessary, with Executive projects, client expectations, emergency situations, and any task reasonably requested in the administration of the Property Management firm. The Property Manager shall always devote their full efforts to furthering the Property Management business of the firm.

Job Responsibilities:

Administrative

• Maintain a positive and productive relationship with all Trustees, building residents, and employees of the Company
• Keep detailed and complete records on all contracts, contractors, vendors and maintenance work for portfolio of properties at all times
• Communicate regularly with Maintenance Managers, Property Manager’s, Executive Director, and accounting staff regarding property activities.
• Enforce professionalism standards for safety and customer service at all times
• Implement or recommend systems to improve management, maintenance, and operational services generally.
• Organize and manage as well as possible, all property records, accounting records, maintenance and system records, resident information, and property reports
• Assist in large project management, solicitation of bids, recommending vendors, obtaining multiple prices, comparative analysis, presentation, etc
• Assist in the overall management and administration of the Property as needed.
• Data entry, and task management in software systems, including record keeping on contractors, vendors and maintenance employees and task management and tracking
• Billing and invoicing administration assistance to the accounting team or as required by the Board of Directors. 
• Provide details and guidance to the Board of Directors for all Property Operations. 
• Prepare and update weekly and/or monthly reports regarding Property activity and provide reports to the Board of Directors.
• Prepare monthly/quarterly and or annual meeting agendas and meeting minutes at all board meetings and owner meetings.
• Actively work to promote the firm wherever possible, including in solicitation of new clients.
• Ensure property websites and all Property directories and tenant information are up to date at all times.

Client Support & Property Management

• Manage and maintain all day to day operations for  a specific portfolio of Condominium Associations.
• Scheduling with Maintenance Technicians, Maintenance Manager, vendors/contractors, Property Managers, Trustees, and residents for all maintenance and repair work.
• Work with Executive Director, and Property Manager’s to to assist with daily workload
• Maintain detailed notes and directives at all meetings where appropriate.
• Provide Emergency On-Call Support and assistance to the Maintenance Department
• Direct contact for all daily correspondence with Trustees, Residents, Property Managers, and other staff to ensure highest levels of communication and customer service.
• Ability to maintain and review property accounting records and reports.  Prepare and communicate reports on the financial performance of the properties to the Board of Directors, and internal supervisors monthly. 
• Ability to prepare annual budgets, variance reports, and analysis reports for all properties
• All administration for portfolio of properties including resident database maintenance, vendor maintenance, contract negotiations,  maintenance, etc
• Respond to and address all resident concerns and requests in a timely and professional manner 
• Actively maintain all records of income, expenses, reports, complaints, inspections, systems, etc
• Contracting and Supervision of all work done at the properties
• Oversee all monthly fee collection, delinquency collections, and all operating expenses
• Respond to all requests promptly, and arrange for troubleshooting and repairs.
• Organize and manage as well as possible, property records, COI’s and Contracts. 
• Appropriately contract for all Property services and keep records of all ongoing and recurring maintenance operations (ex: snow removal, fire protection systems, elevator systems, utilities, extermination, etc)
• Accurately report all hours worked for all team members and regularly update customers and operational systems.
• Ensure all contracts and insurance are in line with Bylaw requirements or as requested by the Board of Directors. 
• Attend all Board of Directors meetings and all owner Meetings. 

Expectation

The Property Manager is expected to maximize property values, customer satisfactions, and revenues for both their portfolio of associations and also for the Company generally.

Qualifications

• 2+ years industry experience working in a Condominium Association property management role.
• Must Be Highly Motivated and willing to work off hours and weekends from time to time.
• Must have excellent written and verbal communication skills
• Property Management Certifications a plus, but not required.
• Bachelor’s degree or higher preferred