HOA Community Manager

Job Title: On-site Community Manager
Job Type: Full-Time
Pay: $24–$27 per hour
Location: South Waterfront – Portland, OR
Schedule: Monday–Friday

Are you ready to take the reins of community operations and lead a thriving team? We are looking for an On-site Community Manager to support day-to-day operations and help create a positive living experience for residents.

Essential Duties and Responsibilities:

• Full working knowledge of the condominium's governing documents and its rules and regulations and of the full-functionality of BuildingLInk and other software platforms used to support operations.

• Liaise daily with the facilities management company, concierges and janitorial staff and arrange for follow-up as needed. Liaise as needed with the Association Business Manager (ABM), vendors, AMS accounting, realtors, Committee chairs and the Board.

• Prepare daily recaps/alerts to go out to Board, Committee chairs and/or residents utilizing BuildingLink and when needed, announcements posted in hard-copy. Review calendars in BuildingLink to make sure they reflect events scheduled by the Board, Committee chairs, or the facilities management company as well as reservations of facilities and amenities by residents. Update as needed.

• Promptly handle resident requests and concerns, whether referred from the concierges, the facilities management company, or received directly in-person or via phone, email or BuildingLink. Confirm follow-up by the appropriate parties and document in BuildingLink. Prepare follow-up responses or announcements for delivery via BuildingLink.

• Distribute emergency notifications via BuildingLink as requested by the facilities management company, Board/Committee Chairs or governmental authorities. Keep on-site staff informed of status. Coordinate them to provide assistance that the facilities management company or governmental authorities request.

• Provide coverage for concierge breaks and when a floater is unavailable, for other concierge absences. Assist with concierge recruiting and training, manage concierge scheduling and oversee performance of concierge duties.

• Prioritize implementation of security and safety measures; assure protocols are followed including, if available, use of KeyLInk.

• Working with the concierge team, provide assistance to residents with Work Orders, ARC requests, options for bill payment and optimizing their use of BuildingLInk, LeakDefense and other resident interfaces. Provide support to committees.

• With assistance from the concierge team as appropriate, maintain the following: up-to-date records in BuildingLink of owner, resident and tenant information; records of compliance with insurance requirements; copies of leases; up-dated, customized manuals for concierges and janitorial staff; updated, customized resident manuals and new resident orientation materials; supplies needed for front desks, guest suite and restrooms, and janitorial.

• Monitor and when necessary, create, Incident Reports. Work to resolve complaints, grievances and actual or potential violations informally. Following protocols established by the Rules and Regulations Committee and with input from the ABM as needed, prepare violation warnings and notices. Process any fines that result to the owner's account.

• Monitor Guest Suite and Amenities Room reservations and schedule janitorial. Check after each use for damage or special housekeeping needs. Assure readiness for next use.

• Oversee scheduling of moves and move coordination services. Provide new resident orientations. Arrange billing of move-in/move-out fees.

• Provide assistance to ABM in processing invoices, budgeting and Board meetings.

• Arrange billing to unit owner accounts for use of the Guest Suite, bike/kayak storage, fob and unit supply purchases, charges for social events and other activities. Organize audits of fobs and storage use.

What We Offer:

• Competitive pay

• Medical, dental, and vision benefits with employer contribution

• $25,000 employer-paid life insurance

• Optional Colonial, FSA, short-term disability, and AD&D

• Paid vacation, sick time, and holidays

• 401(k) with discretionary company match

• $500 annual educational reimbursement

• Strong training and career development