Description

Overview
Join our dynamic team as an Onsite Community Association Manager, where you will lead the day-to-day operations of a vibrant Homeowners Association Community. This role is perfect for a motivated, detail-oriented professional who thrives in a fast-paced environment and is passionate about delivering exceptional customer service. As the onsite leader, you will oversee HOA management functions and foster a welcoming atmosphere for homeowners and staff alike. Your energetic approach will drive operational excellence, enhance HOA Board and homeowner satisfaction, and promote a positive community environment.

Position Purpose: To execute the Board's vision for a well-kept, harmonious, and financially sound community by working with the Homeowners Association (HOA) Board to ensure a high-quality living environment, boost property values, enforce community standards (like maintenance and aesthetics for common areas), and efficiently manage physical assets and finances for the community's benefit.

Primary Essential Duties and Responsibilities:

• Act as a liaison to ensure quality service is delivered, that Board expectations are met and assist in prompt response and resolution to HOA questions/problems.
• Maintain knowledge and understanding of contracts between the association, vendors and Ghertner & Co. Ensure all contractual obligations are met. Monitor vendor contract regularly, submit renewal/cancellation notices, manage contract renewals professionally and advise Regional of any upcoming insurance renewals or lapse in coverage.
• Align resources to work assignments and processes to meet business requirements. Provide leadership and direction and assist in the investigation and resolution of issues that arise.
• Partner with Supervisor, Board of Directors and internal departments to develop and lead the introduction and integration of new programs, services and initiatives.
• Establish and maintain a positive relationship with homeowners and Board of Directors.
• Coordinate the onboarding process with new residents, including an introduction and orientation to the management staff, available services, and explain the community’s rules and regulations.
• Conduct community INSPECTIONS REGULARLY. Identify deficiencies and provide recommendations and action plans to improve the property. Process and manage violations and close them out regularly.
• Process ARC applications and close them out in a timely manner in coordination with the ARC Committee.
• Oversee community projects. Ensure property maintenance/improvement and other related projects are completed on time and within budget. Maintain open communication and provide timely action updates to the Board.
• Create, maintain and upload a wide variety of information to the community management company portal, including but not limited to work orders, signed meeting minutes and management reports.
• Maintain calendar of meetings and events and initiate and/or attend internal and external meetings. Prepare and conduct presentations as needed.
• Provide financial support including review of financial statements and reporting variances; submit invoices in a timely manner and review invoices/checks for accuracy.
• Recommend and manage the budget for the community. Monitor expenses, initiate cost reduction programs and negotiate prices with vendors. Ensure property expenses are maintained within budget.
• Prepare bid comparison analysis.
• Regularly analyze and recommend budget adjustments to enhance the efficiency of service provided to the residents.
• Update Association communications and ensure current information is displayed on the portal. Prepare Association newsletter and/or other communication with owners and residents as required.
• Prepare, maintain and submit reports, contract lists, presentations, documents and manuals as required.
• Maintain accurate records, files and communications pertinent to the Association and maintain up to date emergency procedures and equipment maintenance logs.
• Liaison for HOA in risk management, working with insurance company(s), board of directors, attorney(s), members and vendors to ensure the most cost-effective protection, repair (capital and routine), maintenance, landscaping, safety/security and loss prevention and project management.
• Interpret, educate and advise HOA on governing legal documents, compliance, retention, audits and other related rules and regulations governing the HOA.
• Maintain awareness of changes in rules statutes or regulations and communicate changes to the Board.
• Monitor and resolve resident complaints and grievances promptly, fairly and diplomatically by utilizing Association governing document guidelines.
• Attend and assure accurate recording of business minutes/notes at HOA meetings for board review and distribution.
• Other duties as assigned.

Requirements

Knowledge & Skill Requirements:

• Bachelor’s Degree in a related field is required, or an additional 4 years of relevant experience will be accepted in lieu of a degree. A minimum of a High School Diploma or equivalency is required.
• 3-5 years of property management experience (including residential, landscaping, insurance coverage, claims management, supervisory/management and basic business accounting/budgeting)
• Knowledge and ability to apply state Statutes and Community documents
• Knowledge of assets, cash balance and availability of funds for projects and cash flow management for capital improvements.
• Excellent organization, motivation, leadership, management and interpersonal skills.
• Critical thinking, complex problem solving, judgment and decision-making ability.
• Ability to apply a comprehensive knowledge of field of specialization to the completion of difficult assignments.
• Strong verbal, presentation, and written communication skills.
• Ability to read, analyze and interpret technical procedures, leases and/or regulations.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook. Proficiency researching the Internet, social media and website experience preferred.
• Previous experience with financial and accounting programs preferred.
• Familiarity and/or willingness to be proficient in property management software.
• Ability to work with sensitive or confidential information.
• Demonstrated experience managing large, complex accounts or projects. Ability to meet deadlines and work well under pressure.
• Ability to work well in a team environment as well as independently. Must be self-driven with ability to identify, plan and prioritize business opportunities.
• Strong customer service skills.