Promontory Conservancy - HOA Executive Director

The Company:

The Promontory Conservancy is the homeowners’ association for Promontory, a 10 sq mi private community located in Park City, Utah. Our 7200-acre gated community is a wildlife haven that combines scenic mountain nature with an appealing array of real estate options, private club resort services, and extensive recreational amenities. The community currently consists of more than 1,900 homesites and is approximately 72% sold.

The Promontory Conservancy (the “HOA”) is a non-profit entity organized by the Developer and governed by a majority Developer-appointed Board of Directors (BOD) in accordance with the Association Bylaws and Resolutions and relevant government (Federal, State, and local) requirements.

https://www.promontoryclub.com/about-the-conservancy-contact-information/#1513612000896-33a80aba-7666

Job Title:

Title: Promontory Conservancy Executive Director

Summary of position:

Looking for a top-notch, experienced professional to oversee the operations of the HOA. However, this position is unique in that it also requires strong project management oversight given the 7200 acre size of the community with vast open space, trails, parks, landscape maintenance, snow removal, gate houses and roadways – all of which are maintained by the HOA.

This position executes and/or coordinates all aspects of management of the homeowners’ association including homeowner issues, administration, maintenance, contracting, architectural standards and project management. Oversees and manages HOA staff and office. Reports to Developer’s representative (the General Manager of Promontory) and the President of the Board of Directors.

Key Responsibilities:

Administrative Leadership:

• Manage day-to-day administrative tasks, including recordkeeping, correspondence, and document management.
• Ensure compliance with HOA governing documents and by-laws.
• Ensure compliance with local, state and federal laws.
• Oversee contract negotiations and management
• Oversee vendor management for services such as snow removal, landscaping, maintenance and repairs.
• Supervise administrative, maintenance and architectural standards staff, ensure that staffing is appropriately structured and managed.
• Coordinate board meetings, annual meetings, and town halls.

Property Maintenance and Project Improvements:

• Project Management – bid, oversee and manage community maintenance and improvement projects
• Supervise property maintenance, ensuring the community remains clean, attractive, and well-maintained.
• Establish preventive maintenance programs to extend the longevity of community assets, and follow through with regular Reserve Study analysis.
• Ensure that maintenance contracts are appropriately bid and awarded.
• Ensure that maintenance work is carried out in accordance with the HOA governing documents and within the approved budget.

Financial Management:

• Develop, maintain and manage the association's annual budget, ensuring adherence to approved plans and policies.
• Work with accounting support team to ensure timely billing and collection of HOA dues and fees from homeowners. Stay on top of accounts receivable/payable for the HOA, with assistance from the accounting support team.
• Work with the board of directors to identify and implement cost-effective solutions for community needs.
• Collaborate with the Developer’s CFO, HOA treasurer and/or finance committee to present financial reports regularly and provide financial insights to the board.

Community Relations:

• Act as the primary point of contact for members, addressing inquiries, concerns, and feedback promptly and professionally.
• Foster a positive community atmosphere by promoting open communication, transparency, and collaboration.
• Facilitate resolution of disputes or conflicts between homeowners where appropriate, striving for amicable resolutions.

Legal and Regulatory Compliance:

• Stay informed about relevant legal and regulatory changes that may impact the association's operations.
• Collaborate with legal counsel to address legal matters and ensure compliance with all applicable laws.
• Assist the board in handling legal disputes, enforcement actions, and potential violations.

Board Support and Reporting:

• Provide support to the board of directors, attend board meetings, and assist in the development of short-term and long-term plans.
• Prepare regular reports on the association's performance, financial status, and ongoing projects.

Requirements

• Bachelor's degree in business administration, management, or a related field.
• Proven experience in HOA management or property management, with a solid understanding of homeowner association principles and practices.
• Project management experience is a must.
• Private high end community/club experience is a plus.
• Knowledge of local, state (Utah) and federal laws governing HOAs
• Strong financial management skills, including budgeting, financial reporting, and cost analysis.
• Excellent communication and interpersonal abilities to effectively interact with homeowners, board members, vendors, staff and other stakeholders.
• Experience with supervising and effectively managing and motivating staff.
• Proficient in using relevant software and tools for recordkeeping, financial management, and communication.
• Adept at problem-solving, conflict resolution and identifying alternative solutions.
• Ability to juggle multiple projects at once and meet deadlines, strong organization skills.

Compensation –

Competitive market-based salary commensurate with experience. Eligible for participation in the discretionary bonus program. Paid vacation, holidays as well as medical/dental/life insurance benefit programs and other employee benefits provided.