Remote Association Portfolio Manager

Description: At Nova, we are committed to helping association boards protect homeowner investments. As leaders of our industry in innovation, we leverage knowledgeable, seasoned professionals and best-in-class technology and support systems to offer boards the operational expertise to steward their communities with confidence. We use a team approach to serve communities and maximize performance by integrating all areas of property operations with the daily tasks of association management. We align expectations and regularly measure our performance against expectations. Our core values shape everything we do:

• CANEI; Constant AND Never-Ending Improvement. Effective utilization of available resources to get the job done. Driven by a passion for excellence. (Hardworking)
• Proud to be the solution; Accountability: Deflection is not an option. Dedicated to timely resolution. (Ownership)
• Think outside the board meeting; We believe there’s always a better way. (Creative)
• Communicate, collaborate, evaluate; Thoughtful collaboration, Strategic evaluation, Considerate communication. Not everyone has your knowledge, our job is to share it. (Teamwork)

Nova’s culture is built on these values, fostering a collaborative, innovative, and supportive environment for both our team members and the associations we serve. Position: Regional Association Manager (RAM) Reports to: Vice President, President Classification: Salary + Commission POSITION SUMMARY: The Regional Association Manager is responsible for executing the business plan for an assigned portfolio of communities. We are seeking a portfolio manager with an existing portfolio—or a leader of a small management company—who is interested in joining a team that offers enhanced support, advanced tools, and proven systems. The ideal candidate should have a proven track record in managing Homeowners’/Condominium Associations and embrace all of Nova’s Core Values. Regional Association Managers have direct accountability to ensure implementation and execution of all corporate policies and procedures and to meet and/or exceed client expectations. TEAM STRUCTURE: Regional Association Managers are focused on the Board Member Experience®, and on coordinating with vendors and moving projects forward. Our Solution Team is dedicated to the Homeowner Experience®, ensuring that homeowners receive the information they need in a timely manner, and escalating issues to the management team and board of directors when needed. Association Coordinators assist both of those roles, handling escalated homeowner correspondence, and assisting the manager with projects and board correspondence as well. Our Accounting Team is all in-house, and we have our Leadership Team of Directors and Executives who oversee each department. SPECIFIC RESPONSIBILITIES:

• Current knowledge of Federal, State and Local Statutes and regulations.
• Working knowledge of portfolio’s governing documents.
• Maintain courteous communications with governing Board, owners, and vendors.
• Timely response to all communications (telephone and email), expected return time to communication is 24-business hours.
• Appropriate and timely response to after-hour emergency calls
• Provide current status and action file on all portfolio communities upon request; maintain solid working knowledge of property status, events, concerns, etc.
• Prepare and submit Management Reports to Board of Directors within 72 hours of board meetings, annual meetings and special meetings as needed.
• Prepare and deliver financial items, contracts, etc. per management agreement conditions, and/or in advance of Board meetings.
• Work within established budgets, variations to be reported to Board of Directors.
• Report all accidents and emergency situations to appropriate persons and Board of Directors immediately, prepare and maintain proper reports.
• Review and oversee property inspections in accordance with the management agreement. Facilitate issuing necessary violation letters in a timely fashion, address maintenance needs with appropriate vendors.
• Prepare annual budgets for portfolio communities, Executive Team to review all budgets prior to disbursement to Board of Directors for review and approval.
• Provide Project List/Annual Maintenance items (Reserve/Operating) to Board annually and as needed, verify timeframe of work to be completed during the year, and when bids will be available.
• Monitor and facilitate community Insurance needs and policy renewals.
• Prepare and distribute adequate notice for any maintenance work in the Community or any events/functions that require homeowner preparation/awareness at least 72-hours in advance and/or in compliance with governing document requirements for proper notice.
• Ensure communities are clean, safe and well maintained.
• Ensure all common area maintenance requests are handled in an immediate on-call basis, within 24 hours.
• Work with Board of Directors to address noted deficiencies and needs of facilities and grounds, , and working with the Board to take action.
• Supervise as needed outside contractors working on the property. Ensure selected contractors are approved in Vendor Management program, facilitate Project Coordination fees as appropriate.
• Obtain multiple bids for projects as appropriate and/or in accordance with Management Agreement.
• Return AP, Prelims, and Delinquencies back to Accounting within 24 hours or in accordance with the Accounting Calendar.
• Utilize internal software to provide transparency to team members, Boards and homeowners of community information, and management data.

Requirements: PROFICIENCIES:

• Excellent verbal, interpersonal and written communication skills.
• Advanced skills in MS Excel. Proficient in MS PowerPoint and MS Word.
• Strong analytical skills and abilities.
• Ability to work within strict deadlines and adapt to shifting priorities.
• Works well in a collaborative environment and takes ownership of assigned tasks.
• Strong attention to detail.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree, CMCA and/or AMS designation, and at least 5 years of recent portfolio management experience.
• Real estate organization/management operations experience preferred.

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