Association Manager

Position Purpose

The Association Manager is responsible for working closely with the HOA Board of Directors to maintain the property.

Qualifications

1. 3-5 years experience in Property Operations and/or Hospitality; or the equivalent combination of education and experience
2. Minimum of five (5) years of business or Property Management experience is required or an equivalent combination of education and experience
3. Strong customer service, communication, and interpersonal skills to help create effective customer-focused relationships with all levels within the organization
4. Effective written and verbal communication skills
5. Highly organized, people-oriented individual
6. Able to work under tight deadlines and use time effectively based on key priorities
7. Computer Literacy
8. Intermediate to advanced command of computer hardware/software is required; specifically, proficient in the knowledge of Microsoft Office suite including but not limited to; Word, Excel, PowerPoint, and Outlook
9. English is required
10. Ability to work extended hours and weekends based on project requirements
11. Ability to respond to emergencies in a timely manner, 24-7
12. Ability to lift up to 75 lbs.
13. Working in an upright, standing, or sitting position for long periods of time will fluctuate day by day
14. Extensive use of fingers for typing and visual use of the computer monitor

Essential Job Functions

1. Oversee service contracts and manage vendors.
2. Maintain knowledge, educate Owners and enforce community Rules & Regulations, Design Guidelines, Covenants Conditions and Restrictions (CC&R’s), Board policies, etc.
3. Manage HOA financial records which includes, preparation of budgets, validates postings against budgetary line items, and quarterly financial statement preparation for presentation to the Board.
4. Review of property work orders weekly for accuracy and variances that may need adjustment.
5. Coordinate reserve fund studies; monitor reserve fund balances and investments.
6. Prepare RFP’s and arrange contractors for all reserve and capital improvement projects. Monitor and report to the Board on the progress of each project. Address problems in quality or safety, inspect projects for final release and coordinate with appropriate departments when necessary.
7. Review and coding of all HOA related invoices to the correct general ledger accounts for appropriate posting.
8. Forecast and prepare reserve budgets and validate postings against budgetary line items.
9. Plan and attend monthly, quarterly Board meeting and give Board guidance when appropriate.
10. Orchestrate, schedule and facilitate Association Board and annual meetings, prepare meeting packets, act as a subject matter expert when appropriate, be responsible for the taking of minutes, and distribute minutes to Association members.
11. Work alongside maintenance staff to ensure preventative maintenance and routine maintenance is performed.
12. Update and maintain Association records regarding, reports, minutes, Declarations, Articles of Incorporation, By-Laws, and Rules and Regulations.
13. Maintain familiarity with laws and regulations governing townhome Association and maintain compliance therewith.
14. Educate owners about the Declarations, Articles of Incorporation, By-Laws and Rules and Regulations of their particular property.
15. Continuously pursue proactive ways to keep Association informed and aware of matters pertaining to their investment.
16. Works to ensure that the services provided to our Homeowners Association by all departments meet our first-class standards.
17. Monitor and stay informed regarding the operations and current issues of the Association you represent.
18. Suggest improvements to the HOA Boards for future capital reserve projects.
19. Employs or contracts for services of, security, maintenance and grounds keeping personnel and onsite caretaking personnel if required.
20. Report and monitor to completion emergency repairs in individual units. Communicate with the maintenance department regarding the status of a repair and keep the owner informed throughout the process.
21. Keep long term financial plan updated to prepare for the future development of additional Association parcels.
22. Maintain and update HOA websites and owner portal for HOA documents.
23. Lead and manage HOA in new buildings at the project.