Portfolio Community Association Manager

General Description

The Portfolio Community Association Manager is responsible for the overall management and administration of assigned community associations. This role serves as the primary liaison between the Association’s Board of Directors and KRJ Management while fostering positive relationships with homeowners, vendors, committee members, and internal team members.

The Community Manager plays a vital role in supporting the operational, financial, and administrative needs of each Association while ensuring exceptional customer service and consistent communication. The ideal candidate is organized, proactive, relationship-focused, and knowledgeable in community association management practices, Texas property code, and financial operations.

This position requires a professional who can effectively balance multiple priorities while maintaining a high level of responsiveness, accountability, and attention to detail.

Role & Responsibilities

Duties include, but are not limited to:

Community Association Operations

• Manage the operation and administration of assigned community associations in accordance with management agreements, governing documents, and Association policies and procedures.
• Serve as the primary point of contact for the Association’s Board of Directors and homeowners, coordinating communication and follow-up as needed.
• Perform and coordinate administrative and operational duties as directed by the Board of Directors and outlined in the management agreement.
• Build and maintain positive, professional relationships with Board Members, homeowners, committee members, vendors, and business partners.
• Provide guidance and support to Boards regarding community operations, processes, and best practices.

Financial Management

• Review monthly financial reports and prepare management summaries for presentation to the Board of Directors.
• Assist with the preparation and management of annual operating budgets and reserve planning.
• Monitor delinquency trends and coordinate collection activities for assigned communities.
• Provide recommendations to the Board regarding major repairs, capital improvements, and operational expenses.
• Promote responsible fiscal management and assist Boards in understanding financial impacts and budget considerations.

Meetings & Governance

• Attend Board meetings in accordance with management agreements and attend community meetings or events as needed.
• Prepare and distribute Board meeting agendas, management reports, and meeting packages.
• Support Boards in maintaining compliance with governing documents, applicable laws, and established procedures.
• Ensure the Board of Directors is informed of significant legal matters and Association-related issues.
• Support the Architectural Review Committee (ARC) process and assist with architectural applications and compliance matters.

Property Inspections & Vendor Coordination

• Coordinate and/or conduct inspections of common areas, amenities, and community property.
• Follow up on maintenance items, violations, vendor performance, and community concerns as needed.
• Coordinate vendor proposals, bids, and requests for proposals (RFPs) for Board review.
• Maintain organized Association records, unit files, contracts, and related documentation.

Operational Excellence

• Ensure KRJ community management tools and operational processes are effectively utilized, including:
• Annual calendars
• Action item tracking
• Timed agendas
• Vendor bid/RFP processes
• Operating budgets
• Project and maintenance tracking
• Maintain accurate Association data and resident information within Vantaca.
• Promote efficiency, consistency, responsiveness, and exceptional service across all assigned communities.
• Perform other duties as assigned.

Qualifications & Education Requirements

• Bachelor’s degree preferred or equivalent relevant experience in community association management.
• CMCA designation preferred.
• Previous portfolio community association management experience preferred.
• Experience with Vantaca or similar association management software is a plus.
• Working knowledge of Texas Property Code Chapter 209 required.
• Understanding of Association governing documents, Board meeting procedures, and financial reporting.
• Basic understanding of budgeting and accounting principles preferred.

Required Skills & Competencies

• Strong organizational and time management skills
• High level of accountability and attention to detail
• Exceptional verbal and written communication skills
• Strong listening and relationship-building abilities
• Professional conflict resolution and problem-solving skills
• Ability to manage multiple priorities and deadlines effectively
• Customer service-focused with a positive and professional demeanor
• Ability to work independently while collaborating effectively with a team
• Adaptable, proactive, and solutions-oriented
• Professional presence in appearance, communication, and conduct
• Ability to maintain confidentiality and professionalism in sensitive situations

Physical Requirements

• Regularly required to walk throughout residential communities and common areas to conduct inspections.
• Ability to work outdoors in varying weather conditions, including heat, humidity, cold, rain, and direct sunlight.
• Ability to climb stairs, traverse uneven terrain, and navigate sidewalks, curbs, and community amenities.
• Ability to occasionally lift and carry materials weighing up to 20 pounds.
• Ability to operate a motor vehicle and travel between multiple communities throughout the workday.

Additional Notes

• Evening and night work required, including attendance at Board meetings.
• Occasional weekend availability as needed for community events.
• Occasional travel between communities required.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Community Management - HOA (not multi-family): 2 years (Required)

License/Certification:

• CMCA Certification (Preferred)

Ability to Commute:

• Houston, TX 77057 (Required)
• Reliable transportation
• Valid Drivers License and Automobile Insurance

Work Location:

• In person

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• This is an in-office position located in the Galleria area. Are you able to work in the office Monday through Friday from 8:00 AM to 5:00 PM?
• How many years of HOA management experience do you have? Please note, we are specifically seeking candidates with HOA management experience, rather than multi-family, senior living, apartment, or rental property management experience.

License/Certification:

• CMCA (Certified Manager of Community Associations) (Preferred)

Location:

• Houston, TX 77057 (Preferred)

Ability to Commute:

• Houston, TX 77057 (Required)

Work Location: In person