On-site HOA Assistant Community Manager Facilities

• Responsible for assisting in managing the community in an efficient and value enhancing manner that is consistent with the overall strategic plan of the board.
• Accountable for business, financial, and management aspects of the community including preparing, implementing, and adhering to the approved strategic plan at the direction of the Community Manager, a budget for the community, developing and maintaining strong working relationships with residents, and supervising the day-to-day activities of the concierge and administrative staff as well as vendors.
• Position and responsibilities expected to grow with continued education and guidance from Community manager. Expected to assume full Community Manager role after achieving CAI certifications and demonstrating competence for the position.

Homeowner Relations

• Communications regarding community governance, maintenance, billing, community amenities, community schedule, owner responsibility, etc.
• Positive, professional, and honest communication with all Homeowners, Tenants, Property Managers
• Take after hours calls from homeowners via call screening service

Legal & Risk Management

• Maintain community insurance, negotiate best policy
• Confer with Legal Counsel on community governance and collections
• Prepare and create contracts for projects over five thousand dollars

Community Governance

• Perform compliance inspections per community’s governing documents
• Organize and facilitate community elections
• Develop and enforce new rules and regulations (in conjunction with legal counsel) and process per HOA law
• Prepare for and attend Board Meetings:
• Prepare agendas
• Prepare Management Report
• Conduct Community Inspections
• Create Board packets
• Notetaking
• Develop action items and minutes

Team Management

• Ensure Front Desk Coverage
• Supervise and support part-time Concierge team
• Supervise and support administrative assistant
• Communicate and schedule alongside Maintenance Manager and maintenance team
• Host community events (occasionally outside of office hours)
• Train employees and create SOPs for new processes

Financial Management

• Process & approve invoices
• Review Monthly Financials
• Prepare Yearly Budget
• Ensure adherence to approved budget
• Review Reserve Study

Facilities Management

• Manage Vendors:
• Procure, review, and summarize bids for projects
• Approve quotes
• Review vendor insurance, licenses, and certifications
• Review and schedule regular vendors and project vendors
• Evaluate all vendor work completed on community
• Community Inspections
• Maintain schedule for preventative maintenance 

• 4-year College Degree or 8 Years of Relevant Work Experience
• Willing to relocate within 30-minute drive of Regents La Jolla
• 2 years of HOA Property Management experience
• Proficient in Microsoft Office especially Word, Excel, and Outlook
• Proficient in database use
• Professional Writing Skills
• Excellent Customer Service
• Excellent Team Management
• Excellent Phone Skills
• Excellent Time Management

• Certified Manager of Community Associations (CMCA)
• Advanced in MS Office especially Word, Excel, and Outlook
• Experience with Village Management Software (VMS)
• Knowledge and practical use of the Davis-Stirling Act

• Continued Education in CAI paid for by Bayview Property Management (expect salary increases dependent on certifications earned).
• Medical: 75% coverage for yourself; dependents and spouse may be added to company plan but 100% of the cost to be covered by the employee.
• Sick Leave: 6 days
• Holidays: 6 scheduled holidays (Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, and New Year’s Day) and 1 floating holiday which you may take at your discretion with approval
• Phone Reimbursement: $25 per month
• Vacation: 5 days after first year, 1 additional day added after each year worked
• Unpaid: 5 unpaid days after probationary period completion
• 401K: Up to 3% matching 401K retirement plan after 1 year of service

Salary : $73,000 - $83,000