Community Manager

JOB DESCRIPTION

The Community Manager is an integral role within the organization and serves as a pillar for the Homeowners Associations we serve. The incumbent is responsible for effectively building and sustaining relationships with HOA Board Members within their assigned portfolio. Community Managers must have strong communication and interpersonal skills to positively deliver top quality community management services to the Associations we service. The incumbent will be responsible for attending board meetings, conducting periodic site visits (to include walking sites) and work directly with the Board of Directors / Trustees and the residents of the communities. This position reports to the Community Management Division Leader for the assigned region. Gaining a comprehensive understanding of each Association’s governing documents, as well as State Specific Laws regarding NonProfit Corporations and Owner associations, property management contracts, financials, and the specific needs of Associations is a key requirement of the role.

Essential Duties and Responsibilities

The following duties and responsibilities, but not limited to, are required.

Communications Management

• Documents, interviews, and assists residents regarding complaints about direct employees and vendor staff conduct.

• Provides monthly management report to Board of Directors with recommendations, as appropriate, to enhance

community appearance values, and promote harmony among residents. Matters addressed: include financials, work

orders, open tasks, status updates, inspections, compliance issues and advising Board of Directors.

Meeting Management

• Prepares for and attends Board meetings, annual meetings, or special meetings of the association and its members,

including preparing meeting notices in compliance with governing documents, financial reports, assisting with voting,

submission and collection of ballots, rules of order, and other matters pertaining to meeting oversight.

Finance Management

• Prepares annual draft budgets and obtains approval from board members. Ensures accurate billing of assessments for

the assigned portfolio.

Documentation Management

• Assists in process of amending association governing documents.

• Assists condo associations in obtaining FHA approvals (through a third party) by providing the required documentation.

Reviews vendor invoices before payment, compares vendor expenses to budget, noting trends and indications of problems and addressing concerns with the association board of directors.

• Solicits bids for maintenance and construction projects, participates in the selection of contractors and vendors, evaluates prospective vendors/contractors, makes recommendations to association, works with local governmental agencies to ensure compliance with local/state requirements, acts as liaison between Association and general contractor during construction projects.

• With prior Board of Director approval, utilizes knowledge of association’s rules and requirements to prepare Requests for Proposals (RFP’s) to prospective outside vendors, reviews service contracts for furnishing of landscape

maintenance, janitorial and maintenance services, water, electricity, gas, telephone, pool maintenance, exterminator service, repairs or reconstruction of structural improvements, preventative maintenance, and such other services deemed to be in the best interests of the associations in order to administer the association in a first class manner in accordance with the Declarations and applicable Laws (e.g., ADA-required modifications).

• Identify prospective association vendors. Solicit, review and present bids to the Association for approval. Manage vendor relationships on behalf of Association, acting as liaison between vendors and association.

Project Management

• Works in conjunction with association board to determine long-term needs regarding capital improvements,

infrastructure, and related items, analyze budget to prepare for future expenditures, determine limits of association

responsibility for future improvements, ensure that Association’s future decisions are consistent with association’s

reserve study. If no reserve study exists, consistently encourage clients to obtain such.

• Processes and tracks all architectural requests by homeowners, including a cursory review of all requests for

architectural changes for compliance with Association governing documents, rules, and architectural restrictions prior

to submission to community committees. Periodic on-site assessments of large expenditure community projects.

• Inspects community and facilities in order to determine maintenance and security needs. Prepares list of action items

for presentation to association board.

Incident Management

• Principally responsible for preparation of reports and insurance claims for damages to Association property, including

evaluation and assessment of damage, estimating cost of repairs, reviewing applicable insurance policies and

recommending appropriate course of action to association with respect to claim-filing, and ensures repairs are made in

accordance with the Board of Director’s approval.

• Investigates and makes full report of all accidents or claims of property damage or personal injury involving or related

to the common elements or properties owned or operated by the Association, including damage or destruction to

common elements.

Compliance Management

• Monitors compliance with rules and regulations of the association, works in cooperation with Compliance Inspector (if applicable) by providing assistance and knowledge of association rules to identify violations, schedules violation hearings, may be required to act/testify on behalf of Association in court proceedings as necessary, works directly with board of directors for clarification of any vague or ambiguous covenants.

• Must be knowledgeable of collection processes as well as State/Federal collection laws and may be required to testify on association’s behalf in the event of any mandated court action or appearances as needed.

Requirements:

• Must have reliable transportation and ability to visit communities on regular basis (During business hours, after hours, nights, weekends, as dictated by the needs of the community.)

• Strong communication and organizational skills

• Detail oriented

• Excellent time management

Customer Service Skills

• Ability to prioritize.

• Excellent verbal and written skills

• Ability to multi-task and produce exceptional results from vendor contracts.

• Must represent the organization in a positive and professional manner.

• Works well in a team environment with a diverse group of people.

Qualification and Experience

Associate degree; or equivalent from a two-year college or technical school; or 3 or more year’s related

experience and/or training; or equivalent combination of education and experience.

Physical Demands:

40-hour work week typically 8:00 A.M. – 5:00 P.M. Monday through Friday. Work week may require after

hours and weekend work/meetings and the ability to respond to on-call requests to respond to emergencies.

Will involve travel to sites, attendance in community meetings during and after hours, walking sites and

inspecting properties on an on-going weekly and monthly basis. with exposure to normal safety hazards

associated with traveling in conjunction with property management.