Job Summary

To 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

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.