Portfolio Manager

About the Role:

The Portfolio Manager is responsible for overseeing the daily operations, financial health, and long-term planning of a portfolio of community associations, condominiums, townhomes, or multi-family residential properties. This role serves as the primary liaison between homeowners, boards of directors, vendors, and staff, ensuring efficient operations, regulatory compliance, and superior customer service.

Responsibilities:

Operations & Administration

• Manage the daily operations of assigned communities, including maintenance of common areas, amenities, and facilities.
• Conduct regular property inspections and document maintenance or compliance issues.
• Coordinate with vendors and contractors for repairs, capital projects, and preventive maintenance.
• Maintain accurate records, reports, and correspondence for each association.
  

Board & Homeowner Relations

• Serve as the main point of contact for boards of directors, homeowners, and committees.
• Prepare and distribute board packets, agendas, and meeting minutes.
• Attend and facilitate board and annual meetings, presenting financial and operational updates.
• Advise boards on compliance with governing documents, applicable statutes, and best practices.
  

Financial Management

• Assist with the preparation and presentation of annual operating budgets and reserve funding plans.
• Review and approve invoices, ensuring accuracy in coding and compliance with budgets.
• Monitor accounts receivable and assist with collection efforts as needed.
• Provide timely monthly financial reports, variance reports, and recommendations to boards.
  

Compliance & Governance

• Enforce community rules, regulations, and deed restrictions consistently and fairly.
• Stay current on state and local property codes, association laws, and industry standards.
• Assist with insurance claims, renewals, and risk management processes.

Leadership & Collaboration

• Supervise on-site staff or assistants when applicable, ensuring effective performance and training.
• Collaborate with internal departments (accounting, inspections, administrative support) to deliver seamless service.
• Maintain strong professional relationships with vendors, contractors, and regulatory bodies.