Key Responsibilities

Homeowner Communication: Serve as a point of contact for homeowners, answering phone calls and emails promptly and professionally to address their questions and concerns.

Records Management: Maintain accurate and confidential homeowner files and databases, ensuring all information is up-to-date and organized.

Meeting Support: Prepare and distribute meeting notices, agendas, and minutes for board meetings. You may also be asked to attend board meetings as needed.

Compliance and Correspondence: Assist in preparing and distributing newsletters and violation notices. Process architectural review requests (ARC) and other official association correspondence.

Accounts Support: Assist with billing, accounts payable, and accounts receivable tasks, including processing homeowner payments and managing work order expenses.

Vendor Coordination: Process work orders for community maintenance and coordinate with vendors to ensure timely service.

General Administrative Duties: Perform other clerical duties, including filing, data entry, mail distribution, etc.

Qualifications & Skills

Experience: Proven experience in an administrative or office support role. Previous experience in real estate, property management or an HOA environment is a plus.

Customer Service: Strong interpersonal skills with a commitment to providing excellent and courteous customer service.

Technical Proficiency: Intermediate to advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook).

Organizational Skills: Exceptional organizational and time-management skills with a strong attention to detail.

Communication: Excellent written and verbal communication skills, including professional phone etiquette.

Problem-Solving: The ability to be proactive, prioritize tasks effectively, and handle conflict situations diplomatically.

Confidentiality: A strong sense of integrity and the ability to handle confidential information responsibly.

Job title: Community Manager
Reports to: Chief Operations Officer
Summary: The Community Manager serves as the primary point of contact for a portfolio of homeowner associations. This role involves overseeing the daily operations, finances, and long-term planning for assigned communities. The ideal candidate has excellent interpersonal skills, a strong understanding of community governance, and is dedicated to fostering a harmonious and engaged community environment.

Key responsibilities

Community governance and compliance

Act as a trusted advisor to the HOA's board of directors, providing guidance on operational strategies, state laws, and governing documents.

Attend and facilitate evening board meetings, annual meetings, and committee meetings.

Prepare and distribute meeting agendas, minutes, and annual disclosure packages.

Enforce community regulations, architectural guidelines, and covenants in a fair and consistent manner.

Conduct routine property inspections to ensure community aesthetics and adherence to rules.

Financial management

Collaborate with the accounting team to prepare, manage, and present annual operating budgets.

Oversee financial matters, including billing and collecting homeowner assessments.

Review and approve invoices for payment and assist the board in managing the community's reserve funds.

Analyze financial statements and provide regular fiscal reports to the board of directors.

Maintenance and vendor management

Oversee the maintenance and upkeep of common areas, amenities, and community infrastructure.

Coordinate with vendors and contractors, including soliciting bids, negotiating contracts, and monitoring performance to ensure high-quality service.

Manage work orders and monitor special projects approved by the board.

Communication and resident relations

Serve as the main point of contact for homeowners, responding to inquiries and concerns in a timely and professional manner.

Mediate and resolve conflicts or disputes among residents or between residents and the board.

Disseminate important information to residents through newsletters, email, and the community's web portal.

Foster positive relationships within the community to promote homeowner satisfaction and engagement.

Required qualifications and skills

Qualifications

Proven experience in community association management, property management, or a related field.

State-required licensing or professional certifications (e.g., Certified Manager of Community Associations (CMCA) or Association Management Specialist (AMS)) are often required or preferred.

Proficiency in Microsoft Office Suite and experience with property management software.

A valid driver's license and reliable transportation are required for site visits.

Skills

Excellent communication: Outstanding written and verbal communication, public speaking abilities, and conflict resolution skills.

Organizational: Exceptional multitasking, time management, and organizational abilities to handle a demanding portfolio of associations.

Problem-solving: Critical thinking and creative problem-solving skills to address complex community issues.

Financial acumen: A solid understanding of budgeting, accounting, and financial reporting.

Customer service focus: A strong commitment to delivering a high level of customer service to boards, homeowners, and vendors.