Job Description

The Dartmouth Group is hiring a Condominium Community Manager for its community in Stoughton, MA.

The Community Manager is responsible for the day-to-day administration of the community, facilities, and fiscal management activities of the community. In performing this function, the Community Manager will advise the board and implement its decisions; administer the services, programs, and operations within the policies and guidelines established by the board and the governing documents; and fulfill the terms of the management agreement.

Daily responsibilities:

Community/Administrative Management

• Prepare and process all site-related paperwork including, but not limited to, inspection reports, management reports, invoice processing, time sheets, absence requests, etc.
• Interact with community owners and Assistant Community Manager to ensure response to problems, concerns, and inquiries, and to ensure that all calls are responded to, and that follow-up and actions taken are properly recorded and reported.
• Attend all monthly board meetings as per contract.
• Prepare Notice of Meeting, Agenda, and monthly Manager’s Report for inclusion in monthly information package for board meetings.
• Administer all procedures relating to the enforcement of rules and regulations.
• Ensure that unit files are established and maintained.
• Prepare and/or approve all correspondence to unit owners.
• Follow up on any delinquent fees per Board and Management Company direction.
• Adhere to property all property policies and procedures and maintain all information in company’s
management systems, as directed.

Facilities Management
• Ensure that the grounds and common areas are regularly inspected. Record any improper maintenance as well as rules and regulations violations per the by-laws to report to the board to determine action.
• Conduct periodic Community inspection, noting deficiencies and oversee residential master deed restriction enforcement. Take necessary action within budget and/or authority granted by Board.
• Schedule all work orders. Prepare work schedules to maintain efficient use of staff and vendor time.
• Place orders for all maintenance and cleaning supplies, materials, and equipment.
• Prepare or assist in preparation of bid specifications and RFPs. Administer bid process.
• Meet with contractors prior to execution of contracts.
• Ensure supervision of all contracted work to ensure compliance with specifications within contract.
• In winter, the manager will ensure supervision of the snow removal process, including having cars
moved so the lot can be thoroughly cleaned. The manager will ensure that parking lots, walks, and sidewalks are free of snow and ice, parking lots to keep property in a safe condition.
• In spring, summer, and fall, the manager will ensure supervision of the landscaping process for proper maintenance, including mowing, trimming bushes and trees, planting and caring for flowerbeds, mulching, weeding and in general keeping the grounds attractive, including installing and maintaining seasonal decorations.

Financial Management
• Assist in the preparation of budget(s). Interact with home office staff (Portfolio Manager, Team Leader, and accounting staff) and Board to ensure proper analysis and recommendations as to final annual budget draft.
• Approve all purchase of supplies and equipment as allowed in budget.
• Approve expenditures in accordance with the budget.
• Review monthly financials. Make recommendations to Board as to anticipated shortfalls and/or excess
funding by budget line item.

Other
• All other tasks as directed by management.

Qualifications

• A can-do attitude with a sincere commitment to the position.
• A focus and appreciation for client satisfaction.
• Strong leadership skills and an ability to promote community harmony and satisfaction.
• Superb communication skills, both oral and written.
• A thorough understanding of condominium management operations with an emphasis on contract and vendor management.
• Ability to think analytically; ability to read and interpret condominium documents, contracts, proposals.
• Ability to read and interpret financial statements (P&L, Balance Sheet, General Ledger) with a critical eye.
• Excellent computer skills with Web-based applications and Microsoft Office.
• Ability and desire to learn.

• Bachelor’s Degree with industry designation (CMCA, AMS, PCAM, ARM, CPM) preferred.
• A minimum of 2-5 years of firsthand community management experience. Field experience is essential.

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