Community Association Manager II

Job Description

POSITION: Community Association Manager II (“CAM”)

CLASSIFICATION: Full-time; Per Hour

REPORTS TO: CEO

Position Summary:

This position is responsible to CEO for the direction, coordination and overall management of organizing and leading HOA meetings, owner communications & notifications, minor accounting functions, board communications, construction project summaries, and meeting planning and preparation.

Additionally, the CAM will be responsible for preparing meeting minutes, maintaining HOA contact info databases, as well as other special projects that may arise from time to time. The CAM will identify, plan and implement the objectives set by the CEO to ensure the organization’s overall effectiveness.

Essential Duties:

Community Association Management

Must have experience organizing and leading HOA meetings, including preparing agendas, meeting materials, minutes, noticing requirements and other important HOA meeting items.

Ability to compose professional emails, letters and correspondence

Responsible for Board and Owner meeting preparation, set-up, and follow-up including scheduling, noticing owners, preparing presentations, agendas, meeting materials, documenting notes, and coordinating follow-up items to completion.

Must be familiar with Roberts Rules of Order and leading HOA meetings through agendas, including CCIOA requirements, budget approval processes for HOAs in Colorado, Bylaw requirements for quorums of meetings and other governing document requirements.

Develop and maintain efficient and accurate record keeping/filing systems

Drafting minutes for community association board and member meetings (when needed) within 48-72 hours of the meetings. Review and update minutes, as directed.

Attend staff accounting & property management meetings to ensure knowledge of HOAs and projects.

Attend Board and Owners meetings for all clients.

Research and respond to Board property management requests for managed HOA clients, with support of the Facilities Director.

Track Property Management to-do list items from HOA meetings and follow-up with responsible parties, as needed

Update and maintain an internal task list for all clients to ensure all contracted work is completed timely. Mainly using the MaintainX software’s Work Orders function.

Update member contact information in MatinainX for HOAs.

Reviewing MaintainX open Work Orders to ensure no tasks for any managed clients are overdue without appropriate notes/explanations or missing. Communicate, as needed.

Reviewing MaintainX completed Work Orders to ensure appropriate billing by comparing to contracts and reviewing per hour charges. Coordinating with the Facilities Director, as needed.

Review client/HOA websites. Test websites frequently and work with our external vendor to correct any issues and post new copy proactively. Ensure all minutes, budgets, committee members and other materials are up-to-date on a quarterly basis.

Responsible for ensuring timely submittal by other staff to CAM for meeting materials, including budgets, minutes, financials, project reports, and other items, as may be needed for meetings.

Performing bank reconciliations and sending financial reports from QuickBooks Online to Boards. Responding to questions from Boards regarding financial performance.

Property Management Liaison

i. Tracking annual inspections, scheduling inspections and meeting vendors onsite for common area and unit access during inspections

ii. Coordinating unit access, vendor inspections and communicating with PM team

iii. Ensuring planned/budgeted projects are performed and communicated to Boards, including reviewing budgets periodically to make sure planned projects are scheduled in MaintainX.

iv. Report progress of property management and construction projects to Board proactively, with assistance from Facilities Director

2. Other Duties as Assigned

Qualifications:

A minimum of 3 years of Community Association Management, engineering or community association management experience - preferably in community-based programs or entities.

Community Association Institute certified for Community Association Management. Preferably the AMS designation. Willing to pay for training for this certification, if needed.

Strong leadership, management, interpersonal and organizational skills are required.

Strong oral and written communications skills.

Must be familiar with Microsoft Word, Excel and Outlook, and have basic knowledge of financial reports.

Must be able to work on multiple tasks concurrently and work effectively across functional areas and with all levels in the organization.

Excellent organizational and planning skills with high attention to detail

Sets daily priorities and time management plan; seeks input when changing or competing priorities arise.

Required to lift up to 50 lbs.

Management has the right to revise this job description at any time. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: $28.00 - $38.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Relocation assistance
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Experience:

• Community Association Management: 2 years (Required)

Work Location: In person

Salary : $28 - $38