Job Summary

Manage 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

Disclaimer

The 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.