[vc_row css_animation="" row_type="row" use_row_as_full_screen_section="no" type="grid" angled_section="no" text_align="left" background_image_as_pattern="without_pattern" z_index=""][vc_column width="2/3"][vc_column_text]Job SummaryTo oversee, at the direction of the Board, all homeowner association business including rule enforcement, financial matters, vendor management and site management Summary of Essential Job Functions

• Assess needs of the association on both a long- and short-term basis
• Address the implementation and compliance of governing CC&R’s statutes and regulations. Make recommendations regarding the implementation and compliance of litigation. Manage litigation according to rules and directives and provide applicable legal updates to the board
• Ensure Association compliance with all applicable federal and state laws, and advise Association in such matters
• Assist in interpretation of the rules of the Association and suggest appropriate steps of enforcement. Coordinate the enforcement of the governing rules/documents
• Receive, write and document letters to homeowners and others concerning violations of Association documents and rules, homeowner requests, architectural requests and maintenance matters
• Act as primary contact to the association and its Board of Directors by providing oversight and managing Board and Community relations. Supervise and direct all related communications included in supervision of election process, the establishment of policies and procedures and by making management recommendations to the Board of Directors
• Manage the Association funds within the guidelines of the approved budget and provide monthly financial statements to all members of the Board
• Manage all insurance needs of the association
• Coordinate banking institutions’ presentations and implement Board decisions
• Coordinate collection, lien and foreclosure proceedings as directed by the Board
• Address financial issues with the development, preparation and dissemination of the annual budget for the Board. Prepare and review financial statements and manage accounting needs, including the preparation and filing of required association tax returns, processing of payments and receipts. Oversee audits, tax payments, and general financial compliance. Manage and collection of assessments, delinquencies, and charge-backs
• Cooperate with auditors appointed by the Board in their performance of audits and reviews of Association’s records and their preparation of applicable tax returns
• Coordinate and present reserve study findings to the Board
• Responsible for overseeing and approving Association expenditures
• Expenditure Limitation – Manager shall not make any unapproved expenditure nor incur any obligation exceeding $1,000 without prior Board approval except emergency repairs involving imminent danger to life or property, or immediately necessary for the preservation and safety of the property or for the safety of any person or required to avoid the suspension of any necessary service to the community. In this type of emergency, Manager shall attempt to contact a member of the Board for expenditure approval but, if unsuccessful, Manger is authorized to act regardless of cost
• Supervise all onsite and Association employees including interviewing, hiring, daily/monthly/yearly performance management, and terminating as needed
• Coordinate vendor bidding process, as directed by the Board’s specifications, for goods or services that Manager deems likely to cost $1,000 or more. And present the Board with the results of the bid process and recommended vendor
• Oversee vendor activities and monitor project completion
• Enforce vendor contracts and take appropriate action to address criticisms, complaints and suggestions regarding employees and subcontractors when brought to the attention of the Manager by the Board. Including, the implementation of employee and subcontractor discharge decisions made by the Board
• Provide monthly inspections of Common Areas and facilities. Responsible for upkeep, maintenance and management of the Common Areas and equipment pursuant to the Association’s documents
• Submit written reports of inspection findings, action taken and recommendations to the Board
• Receive and process maintenance requests and/or complaints concerning the Common Areas and communicate them to appropriate contractors and vendors for correction, repairs and maintenance
• Provide 24 hours per day, 7 days per week customer service in emergency situations. And reporting of serious matters to the Board with appropriate recommendations
• Responsible for prompt compliance with any and all orders or requirements of all federal, state, county or municipal authorities or agencies having jurisdiction with respect to the Property
• Responsible for keeping records of maintenance
• Preparation and distribution of board packets, minutes and action items. As well as, the posting of meeting agendas
• Attend all business meetings of the Board in accordance with the contract
• Work with all committees of the Board
• Coordinate the free flow of information to the Board regardless of the wishes of any Owner or Director
• Manage violation logs and prepare violation letters and hearing notices pursuant to the Association’s enforcement policy time lines for compliance/enforcement. Keep Division Manager/Vice President apprised of all written and verbal responses received by violating party/s or witnesses to violations reported
• Collect and organize all documentation related to Association operations and action items including records, books, papers and related correspondence

Marginal Job Functions

• Ability to exercise discretion and independent judgment
• Proven ability to maintain professionalism
• Capable of prioritize essential activities to meet required deadlines
• Willingness to be accountable for actions and take ownership of results
• Perform other duties and exercise other powers as may be delegated to them from time to time by action of the Board of Directors according to legal codes

Minimum Requirements

• At least 2 years industry experience or equivalent
• CMCA/CCAM preferred
• Bachelor’s Degree preferred
• Knowledge of office administration procedures and use of equipment
• Strong written and verbal communication skills required (minimum requirement is equivalent to that of a high school graduate); proficiency testing in writing and math skills will be administered by the Employer

Abilities Required

• Proficiency with computer systems, including MS Office (excel, word, power point, outlook) products and ability to learn new systems
• Proven ability to maintain professionalism while working in a fast-paced environment
• Capable of prioritizing essential activities to meet required deadlines
• Capable of mastering community governing documents and general information
• Willingness to be accountable for actions and take ownership of results
• Hands on, self-starting, disciplined, and highly detailed oriented

DisclaimerThe above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.[/vc_column_text][/vc_column][vc_column width="1/3"][gravityform id="1" title="false" description="false" ajax="false"][/vc_column][/vc_row]

[vc_row css_animation="" row_type="row" use_row_as_full_screen_section="no" type="grid" angled_section="no" text_align="left" background_image_as_pattern="without_pattern" z_index=""][vc_column width="2/3"][vc_column_text]PREAMBLEThe effective daily operation of Walters Management is dependent upon the positive, proactive and effective performance of this position.  The Receptionist must maintain a professional, front office appearance and excellent phone techniques, as well as support office staff, and maintain an open rapport with all staff members.OBJECTIVEProvide dependable day-to-day customer service with clients and support to the office staff by accomplishing the following tasks.METHOD STEPS1. Display professionalism, excellence and a sense of pride in all aspects of duties and responsibilities.2. Complete all assignments in an accurate and timely manner.3. Greet all walk-in clients in a respectful, courteous manner and assist with their requests, etc.3. Know, understand, implement and support company policies and procedures.4. To maintain a team-oriented approach when dealing with all other company associates. Important Functions and Responsibilities of Corporate Receptionist 1. TelephoneA. Answering, screening and directing all phone calls as necessary utilizing multi-line switchboard, taking messages and relay in timely manner to appropriate staff.B. Receive and distribute all incoming mail, faxes and website inquiries to appropriate staff.C. Distribute daily reports from after-hour answering service to the appropriate staff. 2. Corporate Accounting ResponsibilitiesA. Open and sort all incoming invoices for A/P to process . B. Notify accounting when courier bags arrive and contents have been distributed.C. Accept and process homeowner payments utilizing VMS. 3. Process Mail (incoming and outgoing)A. Sort, open, date stamp and distribute all incoming mail as delivered by the mail carrier. On Monday mornings, retrieve the weekend mail from our mailboxes in the downstairs lobby.B. Prepare all outgoing mail, utilizing the NeoPost digital meter mail system.C. Add new accounts to the postage meter and remove old associations when directed.D. Maintain and order all supplies for postage meter and general mailing needs, including FedEx and UPS supplies. 4. Clerical ResponsibilitiesA. Provide answering service with weekly schedule of our on-call staff and any office/holiday closures. Also provide answering service with any changes regarding addition of new accounts or termination of existing accounts.B. Mail Welcome Packets for corporate office accounts on a weekly basis. Maintain a weekly count list for charge back purposes and provide to administrators on monthly basis. Notify Administrator when Welcome Packet supply is low.C. Prepare daily Morning Reports with information provided by staff, including regional and onsite offices, and utilizing corporate vacation calendar, regarding schedules for the day. Add all anniversaries and birthdays to the Morning Report as appropriate. Send initial report to all employees at 10:00 AM. Send an updated report at 2:00 PM indicating any changes to the initial report. Send a final end-of-day report to appropriate staff members at 4:30 PM.D. Process USPS Address Change Cards in VMS. At end of month, prepare a Postage Chargeback list for all processed cards and provide to Controller.E. Review all statement messages on the 10th of the month and email management teams of any revisions needed. Copy office manager on emails.F. Update front desk manual/management team list as needed. 5. Other ResponsibilitiesA. Check drinking water inventory in Executive Kitchen refrigerator and restock if supply is low. Notify person in charge of ordering supplies when water needs to be reordered. Check coffee pots at different times and replenish when necessary.B. On Monday mornings, send email to Accounting Department with kitchen clean-up rotation schedule.C. Maintain neatness in lobby and mailroom at all times.D. Other duties as assigned by the office manager. Minimum Qualifications for Corporate Receptionist1. Excellent communication skills and the ability to effectively and efficiently handle heavy call volume.2. Personable, well-groomed, and proper professional business attire.3. Ability to multi-task and superior organization skills.4. Display neatness and accuracy while maintaining efficient speed to accomplish tasks.5. Ability to work in a team environment.6. Ability to maintain a positive and professional attitude at all times.7. Ability to type at least 45 wpm.8. Proficient in Microsoft Office and VMS.[/vc_column_text][/vc_column][vc_column width="1/3"][gravityform id="1" title="false" description="false" ajax="false"][/vc_column][/vc_row]

[vc_row css_animation="" row_type="row" use_row_as_full_screen_section="no" type="grid" angled_section="no" text_align="left" background_image_as_pattern="without_pattern" z_index=""][vc_column width="2/3"][vc_column_text]Job SummaryManage one to three homeowner’s associations under the guidance of the Division Manager/Vice President. Assist the Division Manager/Vice President by completing administrative, operational and customer service tasks in the management of the homeowner’s association. Summary of Essential Job Functions

• Address the implementation and compliance of governing CC&R’s statutes and regulations. Make recommendations regarding the implementation and compliance of litigation. Manage litigation according to rules and directives and provide applicable legal updates to the board
• Act as primary contact to the association and its Board of Directors by providing oversight and managing Board and Community relations. Supervise and direct all related communications included in supervision of election process, the establishment of policies and procedures and by making management recommendations to the Board of Directors
• Address financial issues with the development and preparation of the annual budget for the Board. Prepare and review financial statements and manage accounting needs, including the preparation and filing of required association tax returns, processing of payments and receipts. Oversee audits, tax payments, and general financial compliance. Manage and collection of assessments, delinquencies, and charge-backs
• Manage all insurance needs of the association
• Assess needs of the association on both a long- and short-term basis
• Manage violation logs and prepare violation letters and hearing notices pursuant to the Association’s enforcement policy time lines for compliance/enforcement. Keep Division Manager/Vice President apprised of all written and verbal responses received by violating party/s or witnesses to violations reported
• Conduct new resident orientations
• Facilitate and manage the move in and move out process
• Act as point of contact for homeowners requiring special needs
• Answer and return phone calls and emails in a timely manner; company policy dictates same business day or within 24 business hours if received after hours – Exceptional Customer service/people skills are essential
• Update, maintain and annually purge all general files and homeowner files with correct labels and account information
• Create and maintain staff and vendor schedules. When information diverts from the planned schedule, notify the Division Manager/Vice President
• Contact outside vendors and arrange for/manage bids based on specifications received from Division Manager/Vice President
• Follow directions from the Division Manager/Vice President in preparing newsletters, flyers, business letters, HOA correspondence, meeting minutes, action items, etc. Excellent business writing skills is a required element
• Assist Division Manager/Vice President in preparation of Directors Report and other meeting materials for all board meetings, special meetings, membership and election meetings
• Preparation of and attendance at all board meetings as directed. Transcribe meeting minutes, action lists and management reports for all association meetings, including committee meetings
• If applicable - Process, maintain and follow-up with architectural applications. Manage logs, correspondence, hearing notices and hearing results
• If applicable - Maintain RV Logs while ensuring requirements and enforcement of community policy are being communicated and met
• Carefully proofread all correspondence and written communications for the Association before distributing
• Maintain an organized atmosphere in the management office; proper filing of all records, making copies, scans or faxes to keep excellent records
• Assist Division Manager/Vice President in maintaining the daily, weekly, monthly task list and schedule
• Assist Division Manager/Vice President with inspections of the common areas including the lounge and guest suites. Type up inspection reports as needed
• Issue and track FOBs, parking passes, and bike storage passes
• Assist Division Manager/Vice President with responses to committee issues, requests and concerns. Investigate and resolve disputes on behalf of the association
• Update HOA website
• Assist homeowners in making rental reservations, obtaining the proper paperwork including applications and insurance requirements and handling deposits and use fees
• Work with all corporate departments in areas such as accounting, accounts receivable, accounts payable, collections, escrow and customer service as directed by the Division Manager/Vice President

Marginal Job Functions

• Complete all other projects or directives given by the Division Manager/Vice President with professionalism and within the deadline specified
• Special projects as directed by the Division Manager/Vice President

Minimum Requirements

• At least 1 year industry experience or equivalent
• Active pursuit of CMCA/CCAM helpful and preferred
• Bachelor’s Degree preferred
• Knowledge of office administration procedures and use of equipment
• Strong written and verbal communication skills required (minimum requirement is equivalent to that of a high school graduate); proficiency testing in writing and math skills will be administered by the Employer

Abilities Required

• Proficiency with computer systems, including MS Office (excel, word, power point, outlook) products and ability to learn new systems
• Proven ability to maintain professionalism while working in a fast-paced environment
• Capable of prioritizing essential activities to meet required deadlines
• Capable of mastering community governing documents and general information
• Willingness to be accountable for actions and take ownership of results
• Hands on, self-starting, disciplined, and highly detailed oriented

DisclaimerThe above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.[/vc_column_text][/vc_column][vc_column width="1/3"][gravityform id="1" title="false" description="false" ajax="false"][/vc_column][/vc_row]