Portfolio Association Manager

Who we are: At Graham Management we specialize in providing top-notch management services to homeowner associations, condominiums, and community-based organizations. We excel in delivering exceptional customer support, helping them achieve their goals and maintain thriving communities.
Why Graham Association Management is the Right Fit for You: Meaningful Work: Your work directly improves the lives of those in the communities we manage.Collaborative Environment: Join a team of like-minded professionals who are passionate about property management and dedicated to our mission. We foster a collaborative and supportive work environment where your skills are valued.Career Growth: We offer opportunities for career advancement and professional development. We're invested in an employee's growth and provide avenues for you to excel in your career.Work-Life Balance: We understand the importance of work-life balance, offering flexible work arrangements and respecting your need for personal time to recharge.Value-driven: Our core values drive everything we do. We believe in integrity, accountability, and ethical choices in all aspects of our work. Job Title: Community Manager Location: Houston, TX Company Overview: Job Overview: General Expectations: Community Managers at Graham Management are expected to conduct business with all board members, homeowners, vendors, and peers with professionalism and to provide the best customer experience possible, always. Community Managers should be trustworthy, reliable, and responsible in their role as managing agents, and perform work for our clients with both precision and ethically.
Communications: Return all phone calls/emails within 24 hours (outside of Friday-Sunday). All e-mails and voicemails received over the weekend should be returned by the end of the business day the following Monday.
Communicate expectations and needs to your peers including but not limited to (inspectors, assistants, on-site staff, ARC personnel and accounting), based on the needs of your portfolio and clients. Communicate expectations with your boards, how to contact you in an after-hours emergency, etc. Send out meeting notices and other community communications in a timely manner. Post to the community message board and email blast as needed.Ensure documents are uploaded to the CINC Web Axis portal, Graham Management website, and supporting community websites as needed. Time Management: All CMs should arrive at the office by 9 AM daily, except for Friday. If you are running late, ensure you text your supervisor in advance to let them know you are running late and when they can expect you to arrive.Ensure you are updating your status on the In/Out Board and Ring Central as needed. This will ensure staff members can easily identify when you are in the office and inspections and meetings can be properly tracked or billed back to the proper community. If you are late, please make up the time either at Lunch or at the end of the day. If you must leave early, please also make the time up the following day, in the same manner (if not using PTO/Sick time). Accounts Receivable (AR) and Collections: Review legal status reports on a monthly basis to monitor collections. Managers should compare legal status reports to accounts flagged in CINC as being at the attorney, on a quarterly basis. Managers should assist their homeowners who call in with basic AR questions (or copies of transaction reports), versus sending them to an AR representative's voicemail whenever possible. Accounts Payable (AP): Managers are responsible for reviewing invoices daily, preferably by 10 AM each morning, to allow timely payments to our vendors. Invoices should be reviewed and approved in CINC daily. While reviewing invoices, managers should be checking accuracies, GL numbers, payee, cost, etc.Invoices received to your e-mail should be forwarded to our invoices emailMake sure all invoices received are made out to their respective associations, not Graham Management. Work with Boards and Committees to ensure reimbursement requests are properly documented and filled out, before submitting them to AP. Financial Reporting: Review financials monthly and report all discrepancies or needed corrections to the AR/AP Director in a timely manner.Obtain Board approval on expenditures over the approval level listed in the management Contract. Monitor cash flow and alert the Board when there is a shortage of funds. Produce Variance Reports for each community on a monthly basis. These should be included in every Board Packet. Variances should be reported to the Board monthly.Monitor and manage renewal/cancellations of CDs, CDARs, and other community investments.A community's collection percentage, current year to date (surplus/deficit), over overview of balance sheet (reserve funds & operating funds) should be reported at every meeting. Budgeting: Draft a yearly budget and aid Boards in the budgeting process. Use a combination of Zero Based and Historical budgeting methods. Ensure budgets are approved by the Board by the end of September each year, so AR can begin mailing statements in October, unless documents say otherwise. Board Meetings: Give proper notice of meetings, per governing documents and Texas Property Code 209. Prepare agendas for each meeting, which should include, at minimum: Call to Order, Approval of Meeting Minutes, Financials, Legal, ARC Reports, Management Report, Old Business, New Business, Executive Session, Homeowner Forum, and Adjournment. Send a board packet (with page numbers) to the Board of Directors one (1) week prior to the meeting date. The Board packet should include, in the following order: AgendaMeeting MinutesVariance ReportFinancial ReportManagement ReportCommon Area ReportLegal ReportLegal Actions (if any)Violation ReportARC Report Homeowner Communications (If Any) Bid Comparison Chart Respective Bids Repeat 11 and 12 if necessary Other items needed for business on the AgendaCompile an action item list from each meeting and set expectations on completion. If a special project is being discussed at a meeting, and the Board is wanting proposals, ensure the Board creates the RFP for the project. If the RFP is beyond the knowledge base of the Board or Manager, inform the Board of a suggested way to have a third party with the necessary knowledge to create an RFP for them. Guide boards on procedures and compliance with governing documents, Texas Property Code 209, company policies, and industry standards/best practices. Give guidance based on experience and expertise. Seek guidance to properly lead your board as needed. Annual Board Meetings: Use the annual meeting checklist to ensure the manager is properly prepared. Prepare and distribute notices, proxies, and ballots in compliance with Governing Documents and Texas Property Code 209.Prepare Annual Meeting Packet to include Agenda, Year End Financials, Management Report, Board Accomplishments and Goals, Ballots, and any other supporting documents. Conduct annual meetings. Explain and host the voting process, as well as verify/announce election results. Maintain proper records of annual meetings, ballots, proxies, and tabulations. All documents should be placed in a yellow manilla folder, with the community's name and meeting date in a black permanent marker on the front. Managers are expected to coordinate their own assistants if needed for an annual meeting. Managers will likely need at least one assistant to help with homeowner sign-in and vote tabulations. Managers are responsible for securing a venue as needed. Managers should be dressed professionally, such as a dress or blazer with slacks, when in attendance at an annual meeting. Inspections: Managers are expected to inspect their common areas, on a monthly basis. Managers should provide common area reports based on these inspections for the Board's review. Managers should be detailed and thorough in their inspections, checking lights, for toilet paper, flushing toilets, checking access systems, gates, etc. Take pictures of needed maintenance and properly document them.Managers should be assisting inspectors with DRV inspections, especially in months that require two inspections. Managers and Inspectors should take turns performing these inspections unless an extenuating circumstance arises. Assistants can fill in on inspections when absolutely necessary.Managers are responsible for tabulating and submitting mileage reimbursements for personal vehicle use on a timely and regular basis, if applicable.Managers should ensure vendors are performing the work they are contracted for while on-site in the community. Items in need of maintenance seen on inspection (or reported) that fall under the approval level listed in the management agreement should be noted and taken care of promptly. Possible Liability should be addressed within twenty-four (24) hours, and reported to the Board; for example, leaks, down trees in the common areas, damaged electrical, damaged pool equipment etc. Ensure pools and other amenities/assets owned by the Association are regularly inspected and permitted, where applicable.Ensure pool areas and splash pads are sanitary, appealing, and safe prior to Pool Season's opening day. Be mindful of large inspections and ensure mailing out of the notices (in 24 – 48 hours) can be completed. Ask other staff members for help, when needed, to ensure notices are sent in a timely manner.Review letters/violation reports and make notes of items needing attorney action or attention. Get with your inspector and supervisor when any scheduling conflicts or changes in your calendar arise. Review violation reports monthly, prior to including it in your board packet. RFPs and Bid Comparison Charts: Sending RFPs to vendors for projects going on in their communities or working with their assistants to do so.Create bid comparison charts for projects, when completed and all bids have been received, or work with their assistants to do so.Ensure bids are apples to apples and made out to the proper Association. You should always have a minimum of three bids or follow the bid policy in place for your Association. Daily Operations: Maintain vendor contracts, COIs, W9s, and contract renewals. Assist with and ensure Reserve Studies are conducted, as needed.Assist with insurance claims and ensure hours are tracked in In/Out Board for billing purposes. Assist with special projects and ensure hours are tracked on the In/Out Board for billing purposes. Assist with ARC appeals and meetings, as necessary. Ensure all Texas Property Code 209 requirements are met.Assist with clubhouse rentals, pool parties, and community events, if applicable.Assist with community-wide mailings and the production of. Maintain management contracts and renewals/changes. Ensure taxes and audits are performed by set deadlines, to avoid unnecessary penalties.Ensure insurance renewals are handled timely, as well as that insurance invoices are paid promptly. Other Expectations: Continuing education in the industry and related laws/practices. Stay up to date on law and property code changes that affect our firm/association management.Be familiar with all (and understand) the governing documents, state statutes, local ordinances, etc. for each community. Understand the procedures necessary to modify or change rules, governing documents, meeting notice requirements, and advise the Board on how to do so when desired. Maintain relationships with both your Board and the Association's vendors.