On-Site Association Manager

• Work at the direction of the Portfolio Manager and Board of Directors to determine management priorities.
• Ensure properties are operating at peak physical and financial performance.
• Serve as a primary contact for a wide range of owner, vendor, and property service issues, fostering positive relationships and addressing concerns promptly and professionally.
• Assist in ensuring the properties are well maintained, clean and aesthetically pleasing at all times.
• Provide guidance and leadership to direct reports.

• Authorize, create and/or assign owner maintenance requests and ensure their satisfactory and timely completion.
• Coordinate vendor service calls and meet vendors onsite as needed, ensuring our properties receive proper care. Maintain work order logs.
• Source and negotiate contracts with vendors, suppliers, and service providers.
• Supervise contractors and third-party vendors to ensure work is completed on time, within budget, and in accordance with quality standards.
• Evaluate vendor performance and maintain a network of reliable service providers.
• Implement emergency preparedness plans and procedures to respond to crises and unforeseen events as approved by the Board of Directors.
• Coordinate large capital projects approved by the Board of Directors.
• Review invoices for portfolio; track completion of work orders and request invoice revisions as needed.
• Oversee pool/spa maintenance and testing in accordance with county standards (if applicable).
• Respond to emergency calls after hours, as requested (when on-call).
• Report accidents and emergency situations immediately and complete the incident report.
• Perform regular property inspections and document violations, maintenance, and safety concerns.

• Serve as primary owner contact for phone calls and emails.
• Code and authorize invoice payments at a minimum of three (3) times per week.
• Attend evening Board of Director’s meetings as scheduled.
• Facilitate tax return completion, annual Financial Review and reserve study updates.
• Maintain, track, and request Association and owners’ insurance certificates.
• Ensure compliance with condominium bylaws, regulations, and local ordinances.
• Advise Board of Directors and owners on Governing Documents and responsibilities.
• Address legal issues, disputes, and insurance claims in collaboration with legal counsel and insurance providers.
• Keep up with industry laws and best practices. Attend continuing education courses and work toward industry certifications.
• Track owner delinquencies and send the proper notices.
• Maintain accurate information in association management system.
• Review monthly operating statements and prepare variance reports for Board of Directors.
• Prepare and mail Annual Meeting proxies, agendas, and past meeting minutes to all homeowners 30 days prior to Annual meetings.
• Assist in annual association budget preparation.
• Assist in annual operating expense reconciliations and other accounting related projects.
• Perform other job duties as assigned.

• Excellent customer service skills.
• Strong communication skills (written and verbal), including the ability to use tact and diplomacy in sensitive situations, while maintaining confidentiality.
• Experience in properly setting priorities, managing time to meet deadlines and organizing tasks & projects.
• Proficient use of basic office machines and computer software, including Word, Excel, and Outlook.
• Valid Driver’s License and reliable transportation.
• Ability to participate in on-call rotation schedule.

• Strong Attention to detail.

Bluestone Real Estate Services