Portfolio Manager in Lutz, Florida at Condominium Associates

JOB DESCRIPTION

Portfolio Manager

Position OverviewThe Portfolio Manager is responsible for the overall management, operational performance, client relationships, and financial administration of an assigned portfolio of condominium and homeowners’ associations. The Portfolio Manager serves as a senior management resource to Community Association Managers (CAMs), Boards of Directors, homeowners, vendors, and internal departments, ensuring communities receive consistent, professional, and high-quality management services. The role provides leadership, oversight, coaching, and support to assigned CAMs; assists with complex community matters; and maintains a visible presence throughout the assigned portfolio.

Core Responsibilities

Provide overall leadership, management, and operational oversight for an assigned portfolio of HOA and condominium communities.Serve as a senior point of contact for Boards of Directors, Community Association Managers, homeowners, vendors, and internal departments.Build and maintain strong, professional relationships with Boards of Directors and association leadership.Provide guidance and support to Community Association Managers regarding day-to-day operations, Board relations, homeowner concerns, vendor performance, compliance, and community issues.Review the performance and workload of assigned Community Association Managers and provide coaching, direction, and operational support.Assist with recruiting, onboarding, training, development, and performance management of Community Association Management staff as directed by leadership.Attend Board meetings, annual meetings, membership meetings, special meetings, budget meetings, and other community functions as required.Assist Community Association Managers with complex, sensitive, or escalated Board and homeowner matters.Review Board meeting agendas, management reports, action items, and follow-up activities to ensure commitments are addressed timely and accurately.Monitor Board directives and ensure appropriate follow-up by the Community Association Manager and internal departments.Conduct regular property inspections throughout the assigned portfolio to evaluate maintenance, cleanliness, landscaping, amenities, safety, and overall community appearance.Identify operational deficiencies, safety concerns, deferred maintenance, and other property issues and coordinate appropriate corrective action.Oversee vendor relationships and service performance to ensure contractual obligations, service levels, insurance requirements, and community expectations are met.Assist with vendor selection, contract negotiations, renewals, proposals, bid processes, and performance evaluations.Review association financial reports, budgets, accounts payable, accounts receivable, expenditures, and other financial information in coordination with Accounting and Community Association Managers.Assist with annual budget preparation, budget presentations, reserve planning, financial forecasting, and identification of significant financial concerns.Monitor community financial performance and identify variances, unusual expenditures, budget concerns, and other matters requiring management attention.Work collaboratively with Accounting to resolve financial questions, homeowner account issues, invoice concerns, and reporting discrepancies.Assist Boards of Directors with long-term planning, capital improvement projects, reserve-funded projects, major repairs, and other significant community initiatives.Coordinate with Maintenance, vendors, engineers, contractors, insurance representatives, and other professionals on capital projects and major community needs.Ensure communities are managed in accordance with governing documents, association policies, applicable Florida Statutes, regulatory requirements, and company policies.Work closely with Compliance and Community Association Managers regarding violations, enforcement procedures, architectural requests, hearings, and other compliance matters.Review escalated homeowner complaints and assist in resolving disputes in a professional, timely, and solutions-oriented manner.Identify recurring issues and recommend process improvements to reduce complaints and improve homeowner satisfaction.Monitor community compliance with required inspections, licenses, permits, insurance documentation, contracts, and other operational requirements.Maintain awareness of legislative, regulatory, and industry developments affecting Florida HOA and condominium communities.Support community transitions, new association onboarding, management company changes, and portfolio integration initiatives as assigned.Collaborate with the Transitions Department to ensure newly acquired communities are successfully transferred to ongoing management.Work closely with Accounting, Maintenance, Compliance, Client Services, Transitions, Information Technology, Lifestyle, and other internal departments.Maintain consistent communication with leadership regarding portfolio performance, client concerns, staffing needs, financial matters, operational risks, and significant community issues.Prepare and present portfolio updates, operational reports, management recommendations, and other information to executive leadership as requested.Monitor key performance indicators, client satisfaction, service delivery, staffing requirements, and operational results across the assigned portfolio.Identify opportunities to improve operational efficiency, client retention, homeowner satisfaction, and overall portfolio performance.Participate in company initiatives, leadership meetings, training programs, and professional development activities.Utilize CINC Association Management software, Microsoft Office, Microsoft Teams, and other company-approved systems to manage information, communicate with stakeholders, and maintain accurate documentation.Maintain an active Microsoft Teams account and regularly monitor Teams for company communications, meetings, operational updates, and work-related information in accordance with company policy.Maintain confidentiality of association, homeowner, financial, personnel, vendor, and company information.Perform other duties as assigned.

QualificationsEducation

High school diploma or GED required.Bachelor’s degree in Business Administration, Real Estate, Finance, Property Management, or a related field preferred.

Experience

One (1) to two (2) years of relevant industry experience preferred.Previous experience managing a portfolio of multiple communities preferred.Previous experience supervising, mentoring, or providing leadership to Community Association Managers preferred.

Licenses / Certifications

Active Florida Licensed Community Association Manager (LCAM) license required.Valid Florida driver’s license and reliable transportation required.

Additional Qualifications

Demonstrated ability to manage complex community issues, competing priorities, and high-level client relationships.Excellent written, verbal, presentation, negotiation, and interpersonal communication skills.Strong leadership, coaching, and team development abilities.Exceptional organizational and time management skills with the ability to manage multiple communities and deadlines simultaneously.Strong problem-solving and decision-making skills with the ability to exercise sound professional judgment.Proficiency in Microsoft Office Suite and Microsoft Teams.Experience with CINC Association Management software preferred.Ability to analyze reports, identify trends, develop solutions, and communicate recommendations effectively.Professional presence and ability to interact confidently with Boards of Directors, homeowners, vendors, attorneys, contractors, executive leadership, and business partners.

Key Skills

Portfolio ManagementHOA & Condominium ManagementLCAM LeadershipBoard RelationsClient Relationship ManagementCommunity Association OperationsFinancial & Budget ManagementReserve & Capital Project OversightVendor ManagementContract AdministrationTeam Leadership & CoachingCommunity Manager DevelopmentCompliance & Governing DocumentsFlorida HOA & Condominium RegulationsConflict ResolutionEscalated Customer ServiceStrategic PlanningProblem Solving & Decision MakingProperty InspectionsMaintenance OversightCapital Project ManagementRisk ManagementClient RetentionProcess ImprovementCommunication & PresentationOrganization & Time ManagementMicrosoft Office & Microsoft TeamsCINC Association Management SoftwareProfessionalism & Accountability

Work Requirements

Ability to manage and oversee multiple HOA and condominium communities throughout the assigned portfolio.Travel to client sites and assigned communities is required for property inspections, Board meetings, homeowner meetings, vendor meetings, and other community-related activities.Ability to attend evening Board meetings, annual meetings, special meetings, budget meetings, and occasional weekend community events as required.Ability to be accessible and responsive to Boards of Directors, Community Association Managers, homeowners, vendors, and internal leadership.Ability to conduct property inspections and walk on community grounds, including common areas, amenities, parking areas, buildings, sidewalks, and other association facilities.Ability to sit, stand, walk, drive, and work on a computer for extended periods.Ability to occasionally lift office materials, files, supplies, or equipment weighing up to 15 pounds.Ability to manage high-volume workloads, competing priorities, sensitive client matters, and time-sensitive operational issues.Regular and reliable attendance is an essential function of the position.Required to utilize Microsoft Teams in accordance with company communication and technology policies.