Commercial Association Manager

Overview

The Commercial Property Association Manager serves as the primary liaison between the Association Board of Directors and ownership groups while overseeing the day-to-day management, maintenance, financial administration, and governance of one or more commercial property associations. The Manager is responsible for protecting property values, maintaining common areas, administering association governing documents, managing vendor relationships, developing annual budgets, and delivering exceptional service to association members.

This role combines commercial property management expertise with board governance, financial oversight, capital planning, and stakeholder communication to ensure the long-term success of each association.

Responsibilities

Board and Governance Administration

• Serve as the primary point of contact for Board members and unit owners.
• Attend and facilitate Board meetings, annual meetings, and committee meetings.
• Prepare meeting agendas, management reports, and Board packets.
• Maintain association records, meeting minutes, resolutions, and governing documents.
• Advise Boards regarding governance matters, policies, and best practices.
• Assist with enforcement of declarations, covenants, rules, regulations, and architectural standards.
• Coordinate legal matters and work with association counsel as needed.

Property Operations

• Oversee the maintenance, operation, and appearance of all common elements and shared facilities.
• Conduct regular site inspections and identify maintenance, safety, and capital improvement needs.
• Manage preventative maintenance programs.
• Coordinate emergency response activities and oversee vendor performance.
• Monitor life-safety systems, security programs, and risk management initiatives.
• Ensure compliance with all applicable codes, regulations, and governing documents.

Financial Management

• Prepare annual operating and reserve budgets for Board approval.
• Monitor financial performance against approved budgets.
• Review monthly financial statements and provide variance analysis.
• Oversee accounts receivable and collections activities.
• Coordinate assessment billing, special assessments, and owner communications.
• Assist in preparation of reserve studies and long-range capital plans.
• Review and approve invoices within delegated authority limits.
• Recommend strategies to improve operating efficiency and control costs.

Vendor Management

• Solicit competitive bids for contracted services.
• Negotiate and administer service agreements.
• Monitor vendor compliance with insurance, licensing, and contractual requirements.
• Evaluate vendor performance and recommend improvements.
• Coordinate janitorial, landscaping, parking, engineering, security, and other service providers.

Capital Projects

• Develop and maintain capital improvement plans.
• Coordinate building repairs, replacements, and enhancement projects.
• Oversee project schedules, budgets, and contractor performance.
• Provide regular progress reporting to Boards and stakeholders.
• Assist with project closeout and warranty administration.

Owner and Tenant Relations

• Maintain strong relationships with unit owners, tenants, and Board members.
• Respond to inquiries, concerns, and service requests in a timely manner.
• Coordinate communications regarding projects, maintenance activities, and policy updates.
• Facilitate conflict resolution among stakeholders when necessary.
• Promote a positive ownership experience and high levels of customer satisfaction.

Administrative Responsibilities

• Maintain association databases and management software systems.
• Ensure insurance certificates, vendor documentation, and association records remain current.
• Administer governing documents and architectural review processes.
• Prepare management reports and correspondence.
• Support audits, reserve studies, insurance renewals, and lender requests.
• All other duties as assigned.  

 

Qualifications

Education

• Bachelor's degree in Business, Real Estate, Finance, Property Management, or related field preferred.

Experience

• Minimum 3-5 years of commercial property management experience.
• Experience managing commercial associations, office condominium associations, or business parks preferred.
• Demonstrated experience working directly with boards of directors and ownership groups.
• Experience with budgeting, financial reporting, and capital project management.

Professional Designations (Preferred)

• RPA (Real Property Administrator)
• CPM (Certified Property Manager)
• CMCA (Certified Manager of Community Associations)
• AMS or PCAM designation
• LEED Accreditation

Knowledge, Skills & Abilities

• Strong understanding of commercial real estate operations.
• Knowledge of association governance and governing documents.
• Strong budgeting, accounting, and financial analysis skills.
• Excellent verbal and written communication skills.
• Ability to build trust with Boards, owners, tenants, and vendors.
• Strong organizational and project management capabilities.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Yardi, Microsoft Office, and property management technology platforms.
• Skilled in contract administration and vendor negotiations.

Compensation $80,000 - $105,000 annually plus a discretionary bonus tied to operational performance and association satisfaction. We offer a competitive benefits package for full-time, regular team members that includes group medical, dental, vision, life, and disability benefits, as well as critical illness and accident insurance. Additionally, we provide participation in pre-tax flexible benefits plans for healthcare and dependent care reimbursement, and an employee assistance program. We also offer paid time off, paid holidays, and are proud to offer participation in a 401(k) plan with a company match. We look forward to meeting you. Join our team!  

 

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