Onsite Assistant General Manager (Crystal Falls)

RealManage•Leander, TX

20h•$60,000 - $75,000•Onsite

About The Position

The Assistant General Manager (AGM) supports the General Manager in the overall administration, financial management, and daily operations of the Crystal Falls HOA Community. This position serves as a key member of the onsite leadership team and combines community association management responsibilities with hands-on financial oversight. The AGM assists with Board and committee administration, resident and vendor relations, covenant compliance, contracts, community operations, accounts payable and receivable, assessments, collections, marina financial activities, and financial reporting. The AGM must be comfortable moving between detailed financial work and broader community management responsibilities and will serve as a resource to staff, residents, vendors, committees, and the Board of Directors. In the General Manager's absence, the AGM may assist with oversight of daily community operations as assigned.

Requirements

Associate degree in business, accounting, finance, property management, or a related field preferred; equivalent relevant experience may be considered
HOA/community association management experience strongly preferred
Previous onsite community management experience preferred
3+ years of bookkeeping, accounting, financial administration, or comparable financial experience preferred
Experience with accounts payable, accounts receivable, general ledger coding, reconciliations, billing, and collections
Ability to read, understand, and explain financial statements, including balance sheets, income statements, budget reports, and general ledger activity
Strong understanding of basic accounting principles and accounting methods
Experience with property management and/or accounting software preferred
Strong spreadsheet and general computer skills
Strong supervisory, interpersonal, and customer-service skills
Ability to establish priorities, organize multiple responsibilities, and meet deadlines
Strong written and verbal communication skills
Ability to communicate professionally with residents, Board members, vendors, employees, and volunteers
Strong attention to detail and commitment to maintaining accurate records
Ability to work effectively in a dynamic environment with changing priorities
Ability to maintain confidentiality when handling financial, personnel, owner, and Association information
Ability to sit for prolonged periods at a desk and work on a computer.
Ability to occasionally stand, walk, bend, or reach as needed.
Ability to lift or move objects up to 10–15 pounds (e.g., files, office supplies).
Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.
Visual acuity to read printed materials, spreadsheets, and computer screens.
Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.
Ability to work in a standard office environment with moderate noise levels.
Ability to work a standard schedule, with occasional extended hours as required.

Responsibilities

Assist the General Manager with the daily administration and operation of the Property Owners Association.
Assist with supervision, coordination, and support of onsite team members.
Respond to inquiries and requests from property owners, Board members, committee members, vendors, and other stakeholders.
Research resident requests and operational matters and provide timely follow-up.
Maintain accurate records of requests, correspondence, decisions, and follow-up activities.
Assist the General Manager with implementation of Board directives and community policies.
Help establish priorities and coordinate workflow among onsite operations.
Assist with community projects and other operational initiatives as assigned by the General Manager.
Utilize personal vehicle with routine community inspections
Support the accurate recording and maintenance of Cape Royale's financial transactions.
Review expenses and obtain appropriate approvals prior to processing.
Record expenses using appropriate general ledger codes.
Process approved payments timely through the appropriate operating or reserve accounts.
Maintain accounts payable and accounts receivable records.
Record payments received and ensure funds are deposited into the appropriate accounts.
Assist with account reconciliations and research discrepancies as necessary.
Maintain accurate supporting documentation for financial transactions.
Assist the General Manager with monthly financial statements, balance statements, and other financial reporting.
Prepare financial information and reports for the General Manager, Finance Committee, and Board of Directors as requested.
Assist with annual budget preparation and ongoing monitoring of actual results against budget.
Maintain appropriate internal controls and follow established financial policies and procedures.
Assist with annual assessment, special assessment, and fine billing.
Ensure all billable lots are invoiced appropriately.
Monitor outstanding owner balances and assist with collection activities in accordance with the Association's collection policy.
Provide the General Manager with regular delinquency reporting.
Maintain accurate documentation regarding owner account activity.
Coordinate account research and corrections as necessary.
Provide financial and administrative support for Cape Royale marina operations.
Review marina store sales and ensure income is recorded using appropriate general ledger codes.
Coordinate deposits of marina revenue into appropriate bank accounts.
Work with marina management to help ensure proper use of the point-of-sale system.
Assist with monitoring inventory records, pricing, and periodic physical inventory.
Report and assist with resolving inventory discrepancies.
Assist with ensuring required marina licenses and inspections are completed timely.
Work directly with customers as needed to execute and maintain boat slip and trailer storage leases.
Monitor outstanding balances associated with marina leases and coordinate collection activity in accordance with established policies.
Ensure property-owner account status is considered when processing marina leases as required by Association policy.
Assist the General Manager with preparation of monthly Board packages.
Assist with Board Meeting and Annual Members Meeting notices and packets in accordance with applicable requirements.
Attend Board, membership, Finance Committee, and other meetings as required.
Prepare or assist with meeting minutes and coordinate requested revisions and approval.
Maintain Board and Association corporate records.
Prepare new Board member materials following elections or appointments.
Assist the General Manager and Board with requested research and special projects.
Coordinate with the Finance Committee regarding financial reports, questions, and supporting documentation.
Assist with volunteer and committee coordination and maintain appropriate committee records.
Maintain records of Association contracts and agreements.
Track contract expiration and renewal dates.
Assist with obtaining bids and preparing bid packages.
Coordinate with vendors regarding proposals, contracts, invoices, insurance documentation, and other required information.
Ensure executed agreements and related documents are appropriately maintained.
Assist the General Manager with monitoring vendor performance and resolving service-related issues.
Assist with deed restriction and covenant enforcement processes.
Produce and track violation correspondence based on community inspections and established procedures.
Maintain active and resolved violation records.
Support Architectural Control Committee administrative and financial processes.
Receive and appropriately record ACC-related payments and deposits.
Monitor refundable deposits and coordinate their disposition upon project completion.
Maintain accurate documentation associated with architectural applications and owner accounts.
Provide professional and responsive service to residents, Board members, committee members, vendors, and visitors.
Respond to telephone calls, emails, correspondence, and in-person inquiries.
Research questions and coordinate responses with the General Manager or appropriate team member.
Assist with sensitive or escalated resident concerns as assigned.
Proofread community correspondence and help ensure communications are accurate, professional, and consistent.
Maintain Association financial, corporate, operational, contract, and owner records in accordance with established procedures.
Process and distribute incoming and outgoing correspondence as necessary.
Maintain organized electronic and physical files.
Produce operational and financial reports requested by the General Manager or Board.
Assist with maintaining documentation necessary for audits, financial reviews, and other Association business.

Benefits

Medical Insurance - Company will pay the premium for Employee Only Tier on the HSA plan
Dental Insurance
Vision Insurance
Life and Disability Insurance
HSA (Required High-Deductible Medical Plan to be eligible)
FSA account for health-related expenses
FSA account for dependent care expenses
Education Reimbursement for industry related classes
401K match after 1 year
Employee Assistance Program (EAP)
9 paid holidays and 2 floating holidays