On-Site Condominium Manager

About Us

Our high-rise condominium is a historic building located in the heart of downtown St. Louis, featuring 115 residential units and 5 commercial units. Approximately 25% of the residential units are used as long-term rentals. A minimum six-month lease is required, and short-term rentals are not permitted.

As a building more than 100 years old, the property presents unique maintenance, infrastructure, and operational challenges that require consistent, proactive, and well-organized management.

Position Summary

The Property Manager will serve as the primary on-site administrator and operational leader responsible for overseeing the day-to-day management of the building and serving as the principal point of contact for residents, commercial tenants, vendors, contractors, and the HOA Board of Directors.

The Property Manager will work under the direction of the HOA Board of Directors and will be accountable for carrying out Board-approved policies, maintaining the property, coordinating vendors and contractors, monitoring financial and operational performance, and ensuring timely and professional communication.

The ideal candidate will have experience in condominium or HOA management, strong organizational and financial oversight skills, excellent communication and interpersonal abilities, and the ability to handle sensitive situations—including delinquent accounts, rule violations, resident concerns, and conflicts—with professionalism, consistency, discretion, and firmness.

The Property Manager must be comfortable working independently while recognizing when Board direction, approval, or professional legal or financial advice is required.

Responsibilities:

1. Board, Resident & Tenant Relations

·        Report directly to the HOA Board of Directors and provide regular operational updates.

·        Maintain consistent communication with the Board regarding building operations, maintenance, resident concerns, financial matters, violations, and significant issues.

·        Be physically present on-site for a minimum of 40 hours per week, with a regular schedule established in coordination with the Board.

·        Respond promptly, professionally, and appropriately to resident and tenant inquiries, concerns, complaints, and service requests.

·        Handle difficult conversations and conflicts diplomatically while consistently enforcing established HOA policies and procedures.

·        Maintain appropriate confidentiality regarding resident, financial, personnel, and Board matters.

2. HOA Rules, Policies & Compliance

·        Enforce HOA governing documents, rules, regulations, and policies as adopted by the Board. Monitor compliance with restrictions regarding short-term rentals and other applicable use restrictions.

·        Monitor delinquent HOA accounts and coordinate the collection process in accordance with Board-approved policies and procedures.

·        Provide the Board with timely reports regarding significant or recurring violations and delinquent accounts.

·        Ensure that enforcement is applied consistently, professionally, and in accordance with applicable governing documents and law.

3. Resident Communication & Community Engagement

·        Create and participate in social or resident-engagement events, with the goal of fostering a desirable community culture in which residents and tenants are proud to participate.

·        Communicate building-wide information clearly and in a timely manner.

·        Develop effective methods for keeping residents informed about projects, maintenance, policies, and building activities.

4. Financial Oversight

·        Coordinate with the HOA accountant to ensure vendors are paid within established payment terms.

·        Ensure monthly financial information is accurately posted to the HOA’s designated software platform.

·        Monitor actual expenses against the approved annual budget.

·        Provide the Board with regular budget-versus-actual variance information and identify significant discrepancies or trends.

·        Work with the accountant and Board to ensure the annual budget is prepared and completed according to the Board’s established timeline.

·        For the 2027 budget cycle and future budgets, assist the Board and accountant in developing a comprehensive budget based on anticipated operating expenses, capital needs, and reserve requirements.

·        Develop an in-depth understanding of the Association’s Reserve Study and use that information when evaluating upcoming maintenance and capital needs.

·        Identify potential cost-saving opportunities and present recommendations to the Board.

·        Identify potential revenue-generating opportunities or alternative sources of income for Board consideration, without independently committing the Association to new revenue programs.

·        Ensure timely coordination of required tax reporting and other applicable city and state reporting requirements.

·        Bring significant financial discrepancies, unexpected expenses, or budget concerns to the Board’s attention promptly.

5. Operations & Vendor Management

·        Coordinate day-to-day building maintenance and repair activities, with particular attention to the unique needs of a historic building.

·        Obtain and coordinate vendor proposals and estimates as directed or authorized by the Board.

·        Monitor vendor performance and ensure contracted services are completed appropriately and within agreed-upon terms.

·        Oversee preventative maintenance schedules and ensure that required maintenance is completed in a timely manner.

·        Conduct regular visual inspections of common areas and building systems to identify maintenance or safety concerns.

·        Document maintenance concerns and follow through until resolution.

·        Identify recurring maintenance problems and recommend longer-term solutions when appropriate.

6. Governance & Board Administration

·        Prepare agendas and supporting materials for monthly HOA Board meetings in coordination with the Board.

·        Attend and lead the operational portion of monthly Board meetings.

·        Provide clear operational updates regarding:

o  Maintenance and repairs

o  Building projects

o  Vendor activity

o  Resident concerns

o  Rule violations

o  Delinquent accounts

o  Other significant operational matters

·        Compare budgeted expenses with actual performance and identify significant variances.

·        Maintain a list of Board action items and provide follow-up on outstanding matters.

·        Ensure Board decisions are implemented appropriately and in a timely manner.

7. Authority & Accountability

The manager will be expected to exercise independent judgment in the daily operation of the building while remaining accountable to the Board of Directors. The manager is expected to:

·        Make routine operational decisions within established Board-approved policies and spending limits.

·        Seek Board approval when an expenditure, contract, policy decision, or other matter exceeds established authority.

·        Immediately communicate significant emergencies or circumstances that could materially affect the building, residents, finances, or Association.

·        Follow Board-approved policies and procedures consistently.

·        Bring recommendations and potential solutions to the Board rather than simply identifying problems.

8. Documentation & Recordkeeping

The Property Manager will maintain organized and current records, for example:

·        Work orders and maintenance schedules

·        Vendor and contractor information

·        Building inspection and preventative maintenance

·        Rule violations and enforcement activity

QUALIFICATIONS

·        3+ years of property management experience, preferably in a high-rise, HOA, condominium, 

        or similar residential environment.

• Understanding of Declarations/Indentures and a basic ability to interpret effectively

·        Strong knowledge of HOA operations, governance, budgeting, vendor management, and    

        building maintenance.

·        Familiarity with HOA/property management software such as Vantica, Caliber, TOPS or      

        TownSq.

·        Strong organizational and time-management skills.

·        Excellent written and verbal communication skills.

·        Strong interpersonal and conflict-resolution skills.

·        Ability to communicate effectively and professionally with individuals with diverse 

        personalities and perspectives.

·        Ability to handle confidential and sensitive matters appropriately.

·        Ability to work independently, prioritize competing responsibilities, and meet established 

        deadlines.

·        Ability to identify problems, develop practical solutions, and communicate 

        recommendations effectively.

·        Ability to enforce policies firmly, consistently, and respectfully.

·        Willingness to learn the specific systems, infrastructure, governing documents, and 

       operational needs of the property.

PREFERRED QUALIFICATIONS

·        CMCA (Certified Manager of Community Associations), or equivalent certification.

·        Experience managing historic buildings or older infrastructure.

·        Knowledge of Missouri HOA laws.

·        Recognize potential legal issues and when consultation with legal counsel is necessary.

·        Experience working with reserve studies and long-term capital planning.

·        Experience coordinating major building projects.

·        Basic handyman or building-maintenance skills are a significant plus, particularly the ability to recognize and assess maintenance needs and communicate them effectively to qualified contractors.

TO APPLY

Please submit a resume and cover letter outlining your relevant experience, qualifications, and why you believe you are a strong fit for this position.

Email: marquettesaintlouis@gmail.com