Senior Portfolio Property Manager - FirstService Residential

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not

all duties assigned to every position are included, nor is it expected that all positions will be assigned every

duty.

▪ Responsible for the daily management of a portfolio of cooperative and condominium hi-rise

properties.

▪ Oversee all aspects of building management while acting as a liaison between the Board, tenants

and the Company.

▪ Responsible for leading Board of Director meetings by keeping focus on the agenda created.

▪ Prepare Board meeting minutes in a timely and professional fashion.

▪ Submit board meeting “agenda packages” to Board as required but at least five days prior to

meetings.

▪ Responsible for handling emergency situations and crisis management.

▪ Supervision and training of building staff members (union and non-union).

▪ Conduct thorough interviews for potential building open positions. Responsible for the coordination

of background and drug tests of potential new hires.

▪ Conduct and manage adequate training of new staff members, as well as the ongoing training of

existing staff.

▪ Impose progressive disciplinary action if and when required.

Responsible for the development and implementation of building staff work schedules.

▪ Conduct periodic staff performance evaluations. Develop improvement strategies for the

performance of building staff members.

▪ Monitor the cash and reserve funds of the property.

▪ Responsible for final review of operating statements and monthly financial reports.

▪ Actively participate in budget preparation.

▪ Assist the property accountant in the presentation of the annual budget to the Board of Directors.

▪ Keep track of property financial variance reports.

▪ Constantly seek, evaluate, and execute methods to achieve methods to preserve client cash and

capital.

▪ Responsible for overseeing building repairs and apartment alterations.

▪ Approve payment of vendor invoices via accounts payable software, AvidXchange.

▪ Diligently monitor and take appropriate action on delinquent tenant/shareholder owner accounts.

▪ Ensure that all building permits, licenses, and etc. are compliant with state and local rules and

regulations.

▪ Responsible for taking immediate action to resolve new violations.

▪ Ensure that old violations of record are resolved on a timely basis.

▪ Ensure implementation of security and safety safeguards and procedures for portfolio of properties

managed.

▪ Perform daily routine property inspections to ensure building safety, maintenance, cleanliness, etc.

▪ Responsible for the communication of mechanical/building deficiencies and issues with building

staff and other appropriate parties involved.

▪ Identify, discuss, plan, and negotiate with vendors to complete all necessary capital improvement

projects.

▪ Responsible for requiring proper vendor insurance with Vive.

▪ Responsible for the maintenance requirements of the properties’ physical plants, i.e. boiler

conversions, HVAC, etc.

▪ Interface with all internal department personnel (accounting, compliance, closings, etc.).

▪ Maintain and organize electronic and paper tenant and building files.

▪ Respond to all communications (phone, email, etc.) in a timely and professional manner.

▪ Be familiar with critical provisions of client management contracts.

▪ Maintain substantial compliance and follow Property Management Best Practices, particularly

FSRconnect.

▪ Load tasks onto the resident/building database, FSRconnect, in Task Administration within 48

hours of any board or annual meeting.

▪ Email supervisor within 24 hours of a board or annual meeting with a succinct description of the

general tone of the meeting.

Education & Experience

▪ Bachelor's degree required. Certifications desired

▪ 7-10 years’ experience in New York City residential condominium and cooperative property

management.

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill and/or ability required.

▪ Must have superior verbal and written communications skills and proven customer service

exposure.

▪ Need to have a high energy type of attitude to deal with the day to day tasks and able to multi-task

under pressure and stressful situations.

▪ Must be extremely organized, consistent, and flexible and adaptable to change.

▪ Proven leadership and teamwork skills and attributes.

▪ Demonstrated experience in large, complex accounts with multiple clients and stakeholders.

▪ Excellent decision making and analytical skills to effectively tackle issues or challenges that may

occur daily.

▪ Excellent time management skills to meet deadlines and display efficiency.

▪ Working knowledge of Microsoft office and Windows environment necessary.

▪ Experience with property management software, AvidXchange, ClickPay

Additional Duties and Responsibilities

▪ Practices and adheres to company Standards.

▪ Conducts business at all times with the highest standards of personal, professional and ethical

conduct.

▪ Performs or assists with any operations as required to maintain workflow and to meet schedules.

Notifies supervision of unusual equipment or operating problems and the need for additional

material and supplies.

▪ May participate in any variety of meetings and work groups to integrate activities, communicate

issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to

new developments, requirements, policies, and regulatory guidelines.

▪ Ensures all safety precautions are followed while performing the work.

▪ Follows all policies and Standard Operating Procedures as instructed by Management.

▪ Performs any range of special projects, tasks and other related duties as assigned.

Travel

Travel to and from properties within the portfolio.