Association Manager of Mid and High-Rise Buildings
FirstService Residential Minnesota (formerly known as Gittleman Management Corporation) - Bloomington, MN

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FirstService Residential Minnesota (formerly known as Gittleman Management) is looking for a motivated and customer service oriented individual to manage a property portfolio in the Twin Cities. Our company provides opportunities for property management training and leadership soft skills development. Competitive pay and a comprehensive benefits package are available for this position.

*If you are interested in this position and meet the qualifications listed, please respond by submitting your resume along with a cover letter referencing your desired salary.

Job Title: Association Manager of Mid and High-Rise Buildings

Department: Property Management

Reports To: President

FLSA Status: Salaried, exempt

Job Type: Full-time, minimum of 40 hours per week

Hours: Flexible schedule, occasionally on-call, intermittent weeknight board meetings

Job Location: Corporate office in Bloomington. Properties located in Downtown Minneapolis

Position Summary: Handle all aspects of managing condominium associations in portfolio including contract management, communications with boards of directors and members of the associations, preparation for and follow-through from board meetings, financial statement review, collaboration with co-workers on various issues, and if applicable, management of on-site employees

Qualifications Required:

  • Minimum 4 years of residential or commercial property management experience
  • Prior experience with personnel management
  • High school diploma or GED
  • Basic proficiency in MS Excel and Word
  • Ability to read financial statements

Qualifications Preferred:

  • Client services, account management, and/or high-rise property management experience
  • Associate’s or Bachelor’s degree in business field or property management
  • Prior experience managing projects from beginning to end
  • Basic proficiency in MS PowerPoint
  • CMCA certification

Job Competencies:

  • Ability to build and maintain positive working relationships
  • Strong communication skills, written and verbal
  • Well-developed interpersonal aptitude
  • Excellent organizational abilities
  • Effective problem-solver
  • Collaborative attitude

Functions and Responsibilities:

Maintenance

  • Manage oversight of all necessary maintenance for common elements of an Association
  • Develop calendar for all required maintenance and schedule preventive maintenance
  • Establish scope of work for projects and oversee maintenance contracts
  • Manage ongoing and routine maintenance projects
  • Manage capital replacement projects with involvement of third-party consultants as needed
  • Visit the property at least one time per week to review services and projects; document conditions requiring attention
  • Report to Board of Directors on maintenance issues at the property
  • Maintain vendor contacts and communications

Contract Management

  • Manage all contracts in portfolio of associations
  • Collaborate with contract administrator on aggregate contract management
  • Work with Board to identify preferences and opportunities for improvements on contract services and implementation of agreed upon services

Communications

  • Develop communications and disseminate information to all Association members about matters of importance in their community
  • Write and transmit individual owner correspondence regarding violations of policies or other matters affecting an individual unit owner and copy Board members on such letters
  • Communicate with the Association’s Board of Directors in a timely manner about significant issues that require Board knowledge or action
  • Respond to all emails and phone calls within 24 hours

Financial Management

  • Review and approve monthly financial reports in a timely fashion (within 48 hours of statement production)
  • Understand monthly profit and loss statements; explain financials to Board of Directors and all members of the Association
  • Review and approve all weekly client association disbursements
  • Monitor collections efforts by Collections Department and understand well enough to explain basic status and elements of process to the Board
  • Assure contract for audit/tax preparation is executed and transmitted to FirstService Residential Controller 30 days prior to end of Association fiscal year
  • Develop annual client association budgets and transmit to client Boards for review and approval
  • Manage Board of Directors budget review and approval process
  • Monitor and facilitate updates to Replacement Reserve Schedule/Capital Expenditure plan

Personnel Management

  • Responsible for all on-site personnel employed by FirstService Residential at each property
  • Create and maintain job descriptions using standard template; submit draft for review and approval from Human Resources Manager
  • Collaborate with senior manager and oversee the hiring of qualified employees
  • Coordinate the hiring of any employee with the Human Resources Manager
  • Train or oversee the training of on-site employees
  • Oversee employees obtaining certifications required for successful performance of their duties
  • Review employee performance annually with on-site Office Manager and make salary adjustments with input from senior management as appropriate; present salary adjustments to Board for approval
  • Document any substandard employee performance issues promptly and bring to attention of Human Resources Manager; seek counsel from Human Resources Manager as needed
  • Oversee immediate reporting of all workplace injuries which must be submitted to insurance carrier within 24 hours of incident
  • Meet with on-site personnel on a regular, prescheduled basis to understand employee issues and respond accordingly; escalate complex issues to Human Resources Manager
  • Oversee employee compliance with FirstService Employee Handbook

Client Association Governance

  • Provide required notice of Board meetings, annual meetings, and special meetings
  • Oversee fulfillment of all other obligations provided by the governing documents of the Association and the Minnesota Common Interest Ownership Act (MCIOA)

Leadership to Board and Association

  • Identify issues of concern within the association community
  • Assist the Board in establishing and implementing goals for the association
  • Provide or procure advice or resources to Board on issues of interest and/or concern to the membership and the Board

Association – Management Relations

  • Review any matters requiring assistance with Senior Manager
  • Update Senior Supervising Manager monthly on overall status of account, including review of account issues and questions on range of issues
  • Promptly inform management, including transmittal of all relevant facts, regarding any significant disputes within the Association or between the Association and management or between the Association and a vendor serving the Association

Information Management

  • Provide administrative personnel with updates on changes in Board members, officers, or Board member contact information, changes in contractor emergency contact information for the Association; inform Human Resources of changes in personnel contact information
  • Provide updated financial and non-financial information that is or may be material to disclosures to FirstService Residential Disclosure Administrator
  • Fill out insurance information forms promptly and provide to FirstService Residential Insurance Coordinator to obtain timely insurance quotes
  • Review, execute, and update disclosures for unit sales prepared by FirstService Residential Disclosure Administrator
  • Work with administrative personnel to keep client website updated and ensure homeowners are informed about significant matters within the Association

Other Related Tasks and Duties as Assigned

Physical Demands: sitting at desk, use of keyboard, ability to lift up to 25 lbs. and agile movement within and between property locations

Company Information:
FirstService Residential Minnesota, Inc. was founded over 40 years ago as Gittleman Management Corporation. Since then, we have grown to become Minnesota’s leading Community Association Management Company by delivering our best-in-class property management solutions, and our unique combination of local leadership and nationally-supported technology, training, and best practices. We have successfully partnered with more than 270 properties and communities throughout Minnesota, building and maintaining longstanding relationships with Board members, residents, vendors and Community leaders. FirstService Residential Minnesota is an Accredited Association Management Company and a licensed real estate broker.

We also have an affiliated company, Gittleman Construction and Maintenance, a licensed general contractor (# BC635989), which includes professionals in the areas of maintenance, plumbing, electrical, custom remodeling, and disaster management and restoration services.

For more information about FirstService Residential please visit our website at www.fsresidential.com.

FirstService Residential Minnesota is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal or state law