Community Association Manager - Onboarding Team (ECO2022-4192)

RESPONSIBILITIES:

Summary: The Community Association Manager/Onboarding Team will primarily be responsible for ensuring the smooth and efficient transition of future communities by partnering with transition specialists in each department. The Community Association Manager/Onboarding Team facilitates, advises, educates and assists Board of Directors, their Committees, and Homeowners, in the daily management and operations of the Association's business during the transition period. In addition, the Community Association Manager/Onboarding Team will be responsible for managing a small portfolio of established accounts.

Essential Duties and Responsibilities: (Other duties may be assigned.)

Responsibilities for Onboarding:

• Complete all assigned items on the Acquisition Checklist.
• Update database with information provided to us from the Board, previous management company, and from the Governing Documents during the transition period.
• Review all contracts, maintenance agreements, insurance information, and other documents to ensure expiration dates have not lapsed.
• Set up initial Management Report to include items on the Acquisition Checklist.
• Include information in the Contracts and Board Terms sections.
• Provide Items completed information in coordination with the Community Association Manager when assigned.
• Organize the filing system for the community documents, verifying that all needed information is properly filed and put in the appropriate location.
• Review action items with the Board that were not completed by prior management.
• Ensure the delivery of pool keys, gate keys, parking passes etc. to the appropriate office location. In addition, advise Community Care as to location of documents
• used for amenity reservations or the assignments of keys, etc.
• Work with the Director to transition the community to the new Manager. Complete the Manager to Manager Transition checklist found in the P Drive Manager folder under Transitions.
• Ensure the assigned Manager is apprised of issues going on in the communities regarding, but not limited to, violations, architectural, work orders and action items
• Attend the first Board meeting with the Manager to review information acquired as noted above. Review database, violation procedures and ACC procedures for accuracy.
• Manage the community until the Regional Directors assign a Manager. Advise the Directors regarding the Board member personality types and the needs of the community. Offer Manager recommendations if applicable.

Responsibilities for Community Association Manager/Onboarding Team for permanent portfolio and temporary management of onboarding properties.

• Verify all information in database is accurate including Board information.
• Review and organize the filing system for the community documents, verifying that all needed information is properly filed and put in the appropriate location.
• Review all financial statements to verify everything is in order and handled.
• Review all contracts, maintenance agreements, insurance information, to verify expiration dates are being met.
• Identify the Red Flag issues. Keep Director aware of status of such issues.
• Correspond daily with clients within corporate standards (return of phone calls, response to emails and mail).
• Initiate, build and maintain strong and productive client relationships.
• Utilize management strategies and tactics to ensure continuous award of additional services, other contracts, and referrals from clients.
• Strengthen, encourage and enhance participation in Hammersmith Value-Added
• Services and initiatives with clients.
• Maintain a strong presence in the community.
• Plan, schedule, organize and facilitate Membership and Board meetings of the Association within the parameters of the Governing Documents, and in keeping with Company standards.
• Procure bids for all services provided by the Association including insurance, maintenance, tax preparation and audits, landscape services, pools, etc.
• Administer Association contracts for utilities and any other necessary services for areas under the control and responsibility of the Association. Also place orders in the name of the Association for such equipment, tools, appliances, materials, supplies as are necessary to maintain the common area.
• Ensure the Association’s insurance policy does not lapse and monitor for proper coverage. Cooperate with the Association in investigating and reporting of all accidents and insurance claims, including potential claims.
• Correspond with Association’s legal counsel regarding general Association matters and on obtaining necessary resolutions, legal opinions and status reports. Attend court and depositions on behalf of the Association to represent and defend, when applicable.
• Advise the Regional Directors of potential lawsuits naming the Association or Hammersmith Management.
• Ensure Association documents are available on Homewise.
• Regularly perform site visits according to the Association’s Management Agreement to check property conditions, make maintenance recommendations, and note violations is accordance with the Association’s Governing Documents.
• Synchronize efforts with Hammersmith Construction Services on major projects and ensure timely completion and reporting on projects, as well as timely payment of invoices.
• Advise Board of Directors on preventative maintenance programs.
• Assign emergency repairs involving danger to life or property as immediately necessary for the preservation and safety of the residential units and unit owners in the Association via Hammersmith resources and in coordination with Preferred
• Vendors and/or with vendors chosen by the Board.
• Perform on call duties in accordance with the on-call schedule and procedure, consisting of periods of 7 consecutive days, 24 hours per day.
• Prepare annual budgets no less than 90 days prior to fiscal year end (unless otherwise specified by the Client Association’s Management Agreement), including absorption schedules where applicable with delivery to the Board for review and in compliance with contract stipulations.
• Review and step invoices received from service providers for payment processing in Avid/Strongroom.
• Review the aging reports on a monthly basis, reconcile account statuses, coordinate with AR on collection actions within the Association’s Collection Policy, and review Attorney status reports for needed action and status.

Performance Standards:

• On-time delivery of Board Packets and Meeting Minutes.
• Complete all meeting minutes within 7 business days of the meeting.
• Accurate, timely and completed discussion and action items.
• Accurate and timely owner notices and mailings.
• Understanding of Community financials.
• Return all phone calls within 1 working day; emails within 2 working days.
• Clear and timely communication with Board members and Homeowners.
• Logging of all calls and correspondence in database.
• Accurate and timely invoices and coding.
• Accurate and up-to-date legal review.
• Accurate and timely annual budget preparation and presentation.
• Accurate and ongoing updates to database.
• Record all homeowner contacts in database, including correspondence, calls, work orders, and follow up on Architectural and Violations.
• Responsiveness to support departments and team members.
• Deadlines are met and requests for information are delivered.
• Client Retention.
• Ensure services and contracts do not lapse.
• Mini Board Packet to be completed by end of month when no Board meeting is held.

QUALIFICATIONS:

• Minimum of one (1) year managing Homeowner Associations (HOAs) preferred.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

Compensation:

Commensurate with experience

Benefits Summary:

Health / Dental / Vision Insurance Life / Disability 401 (k) Program

OVERVIEW:

RealManage is a national Inc. 5000 firm with clients and operations in 17 states from California to Florida and from Texas to Illinois that delivers services to homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. RealManage also serves nationally recognized developer/builder clients.

As one of the largest (#3 out of 5,000 firms) and fastest-growing companies in the community management industry, RealManage offers exceptional solutions provided at competitive prices with the best people, best practices, and best technology of cloud-based and mobile apps. The RealManage mission is to provide comprehensive and innovative solutions; exceed the expectations of our customers; provide visibility and transparency in all that we do for our clients who place their trust in us; measure our performance and improve at the fastest rate possible; create a work environment that encourages professionalism, growth, and diversity; and grow a financially strong organization which will enable us to provide industry leading innovations apart from our competition.

RealManage is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Englewood, CO 80112: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What is your pay expectation for this position?

Work Location: One location