Portfolio Manager

    • Job Tracking ID: 512929-675100
    • Job Location: Durham/ Raleigh, NC
    • Job Level: Mid Career (2+ years)
    • Level of Education: Any
    • Job Type: Full-Time/Regular
    • Date Updated: April 08, 2019
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
    • Job Status: Salaried
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Job Description:

Community Association Management provides services to Homeowners’ Associations (HOA’s) throughout the Carolinas. Community Association Management is currently seeking a HOA Portfolio Manager to manage a portfolio of Owner Associations (HOA/POA) consisting of Single Family, Townhomes, Condominiums and Business Owner Associations.

Primary Purpose of the Job:

Deliver leadership and top quality portfolio management services to the Homeowner’s Associations we service. Work directly with the Board of Directors / Trustees and the residents of the communities assigned to the position.

Essential Duties and Responsibilities:

  • Work under the direction of the Director of Operations in meeting guidelines of Board of Directors.

  • Gain comprehensive understanding of each Association’s governing documents, property management contracts and the specific needs of Associations assigned to Portfolio Manager.

  • Inspects community and facilities in order to determine maintenance and security needs; prepares list of action items for presentation to Association.

  • Identify prospective Association vendors; solicit, review and present bids to Association for approval; manage vendor relationships on behalf of Association, acting as liaison between vendors and Associations.

  • Documents, interviews and assists residents regarding complaints about direct employees and vendor staff conduct.

  • Investigates and makes full report of all accidents or claims for property damage and personal injury relating to the ownership and maintenance of the common elements and operation of the Association, including damage or destruction to common elements.

  • Principally responsible for preparation of reports and insurance claims for damages to Association property, including evaluation and assessment of damage, estimating cost of repairs, reviewing applicable insurance policies and recommending appropriate course of action to Association with respect to claim-filing, and ensures repairs are made in accordance with the Board of Director’s approval.

  • Prepares for and attends Board meetings, Annual meetings, or special meetings of the Association and its homeowners, including preparing meeting notices in compliance with governing documents and financial reports, and supervising voting, submission and collection of ballots, rules of order, and other matters pertaining to meeting oversight.

  • Provides monthly management report to Board of Directors with recommendations, as appropriate, to enhance community appearance values, and promote harmony among residents. Matters addressed to include financials, work orders, open tasks, status updates; inspections, compliance issues and advising Board of Directors.

  • Monitors compliance with rules and regulations of the association, works in cooperation with and provides direction to Compliance Inspector by employing knowledge of Association rules to identify violations, schedules violation hearings, testifies on behalf of Association in court proceedings as necessary, manages dues collections proceedings.

  • With prior Board of Director approval, utilizes knowledge of Association’s rules and requirements to prepare Requests for Proposal to prospective outside vendors, create service contracts, contracts for furnishing of landscape maintenance, janitorial and maintenance services, water, electricity, gas, telephone, pool maintenance, exterminator service, repairs or reconstruction of structural improvements, preventative maintenance, and such other services deemed to be in the best interests of the Associations and necessary in order to administer the Association in a first class manner in accordance with the Declarations and applicable law (e.g., ADA-required modifications).

  • Solicits bids for maintenance and construction projects and participates in the selection of contractors and vendors, evaluates prospective vendors/contractors, makes recommendations to Association, works with zoning committee to ensure compliance with Association governing documents, acts as liaison between Association and general contractor during construction projects.

  • Prepares the annual reports and budgets for the Associations assigned.

  • Processes and tracks all architectural requests by homeowners, including reviewing proposals for architectural changes for compliance with Association governing documents, rules and architectural restrictions.

  • Reviews and approves time sheets for all direct employees, if applicable, and reviews vendor invoices before payment, compares vendor expenses to budget, notes trends and indications of problems, addresses with Association.

  • Works in conjunction with Association Reserve Study Committees to determine long-term needs regarding capital improvements, infrastructure and related items, analyze budget to prepare for future expenditures, determine limits of Association responsibility for future improvements, ensure that Association’s future decisions are consistent with reserve study.

  • Assists in process of amending Association governing documents.

  • Assists Association in obtaining FHA approvals - reviewing governing documents, rental restrictions, assist legal counsel in obtaining FHA certification.

Experience and Skills:


  • Associate degree; or equivalent from a two-year college or technical school; or 3 or more year’s related experience and/or training; or equivalent combination of education and experience.

  • Strong communication and organizational skills.

  • Detail oriented a must.

  • Must have excellent time management skills.

  • Customer Service Skills.

  • Ability to prioritize.

  • Excellent verbal and written skills.

  • Ability to multi-task and produce exceptional results from vendor contracts.

  • Must represent the organization in a positive and professional manner.

  • Works well in a team environment.

  • Able to work with a diverse group of people.

  • 40 hour work week typically 8:00 A.M. - 5:00 P.M. Monday through Friday.

  • Work week may require after hours and weekend work/meetings and the ability to respond to on-call requests to respond to emergencies.

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40 hour work week typically 8:00 A.M.  5:00 P.M. Monday through Friday; Overtime as needed.

Medical, Dental, Vision, and Supplemental Benefits