What are the responsibilities and job description for the Senior Level Condominium / HOA Manager position at HCMC - Home Care Maintenance Company?
Home Care Maintenance Company (HCMC), a premier Hamptons-based property management firm, is seeking an experienced and highly skilled Senior-Level Community Property Manager. This position is ideal for a seasoned professional with exceptional communication and management abilities, dedicated to delivering an unparalleled level of customer service across a well-established portfolio of Condominium and HOA communities throughout the Hamptons.
The ideal candidate will excel in a fast-paced, dynamic environment, demonstrating the ability to manage senior-level communication and execute a variety of tasks efficiently and on schedule. This role requires an individual who is proactive, detail-oriented, and able to adapt to evolving needs and priorities.
HCMC is looking for a long-term team member who is interested in growth and professional development within a secure, well-established, and rapidly expanding firm. If you are an experienced community manager and are ready to make a lasting impact in a rewarding role, we encourage you to apply.
Summary of Responsibilities
· Coordinating directly with our community administrative assistant daily to address all property management requirements for multiple communities. Items include but are not limited to: customer service needs, mailings, invoicing monthly/quarterly common charges, assessments, late fees, receiving payments/checks, reconciliation of multiple bank accounts, vendor coordination and billing, monthly reports, budgets, repairs, capital improvement projects etc.
- This position will require high volume client communication at the executive level with board members & individual owners for multiple communities. This will include email, phone, zoom conferences & in person board meetings.
*After-hours & occasional weekend meetings are required.
- Preparing documents for and attending annual community meetings & board meetings.
- Working with the board of managers, presidents and attorneys for adopting updates to the rules & regulations as well as community by-laws.
- Creating & presenting community annual budgets and financials.
- Working with treasurer & accountants as required for end of year documents, reports, questions, or financials as needed
- Review of reconciled bank accounts and monthly reports generated by HCMC's community office administration.
- Review of vendor service contracts, insuring proper insurance requirements/certificates & coordination for each community.
- Preparing/review of mass emails to all owners with updates & community notifications.
- Review & organize necessary paperwork for certified mailings
- Organize & preparation required for community voting including documentation, proxies, ballots and ensuring a quorum.
- Process necessary paperwork during sales and rentals of individual units.
- Review of invoices for monthly rentals and collection of payments
- Obtaining/ creating documents for the closing for the seller and/or buyer.
- Review of flip tax invoices for closings.
- Emailing to attorney/real estate agent for closings.
- Working with owners, general contractors, subcontractors & insurance brokers for processing community paperwork required for renovation approval related to individual units.
- Working with an assistant/administrator to listen and respond to customers’ needs & requests. Providing answers or solutions.
- Working with property managers & superintendents regarding weekly community/residential inspections to ensure maintenance, property readiness & monitoring rule/regulation violations.
- Management of specific client maintenance & concierge requests. Creating work orders for needed repairs, determine charges, oversee and process billing within deadlines.
- General understanding of facilities & residential maintenance vendors (HVAC, Electrical, Plumbing, A/V, Pool, Landscape)
- General review/supervising maintenance vendors & improvement projects.
- Gathering multiple estimates for major capital improvement projects. Working with our construction manager for submission of estimates, invoicing, jobsite walkthroughs, photo documentation and community reporting.
Job Requirements
- Community property management experience & knowledge
- Executive level communication skills
- Proficient in Microsoft Word & Excel
- Ability to multitask
- Positive attitude
- Punctual & organized
- Team Player
- Clean driver's License (A Must)
Job Benefits
- Paid vacation & holidays
- Medical
- 401K
- Company phone & laptop
- Company vehicle