Specialist Association Governance

Hilton Grand Vacations•Orlando, FL

About The Position

The Association Governance Specialist works in Hilton Grand Vacations’ Association Management Services department to ensure that management, financial, and administrative services provided to client associations comply with their management agreements, governing documents, and applicable state statutes. The role builds and maintains productive relationships with association boards, resort management personnel, HGV’s legal department, association counsel, owners, and corporate partners, and serves as a liaison between HGV and association boards and owners. The specialist supports the legal compliance, financial, and administrative affairs of multiple associations. Responsibilities include researching association budgets and assessment allocations; preparing board consents and resolutions under legal department direction; supporting reserve funding, project approvals, owner billings, notices, audits, and other board approvals; maintaining association records; and coordinating association meetings, proxies, ballots, and communications. The role also provides consultative support and training to resort leaders and board members, supports special projects, completes required company training, and follows company policies and procedures. The position may be full-time in-office, a combination of in-office and remote, or primarily remote, depending on the region and the discretion of the regional AG leader.

Requirements

Must be a self-starter and able to work independently.
Detail-oriented, with strong analytical and problem-solving skills and the ability to think strategically and analyze information timely and accurately.
Ability to interact with a wide range of people using effective rapport-building and relationship skills.
Strong verbal, written, and presentation skills.
PC proficiency and fluency in Microsoft Office applications.
Ability to meet deadlines and work for multiple managers under minimal supervision.
Strong planning and organizational skills.
Ability to follow through on short- and long-term programs.
Ability to multitask and manage changing situations and directives while working under pressure.
1–3 years of related experience.

Responsibilities

Research and enter budget information for associations, including unit counts, unit types, and assessment allocation requirements under governing documents.
Create legally binding consents and resolutions for board approval under the direction of the legal department.
Assist with verification of internal and board-approved reserve funding and spending, and management of board approval for project management agreements.
Verify owner billings for accuracy and compliance with governing documents and billing policies.
Research and manage required notices for annual meetings, budget meetings, and other matters, including customizing mailing templates, creating proxies, and engaging third-party mailing sources.
Manage board approvals for auditor engagements, billing policies, budgets, reserve requests, annual financial audits, and other matters requiring board approval.
Assist with engaging and working with HGV attorneys and outside counsel on special or complex association projects.
Ensure compliance with governing documents and state and local statutes applicable to timeshare and condominium regimes.
Maintain the database of governing documents, contracts, agreements, and licenses for client associations, and ensure timely, accurate communication of reporting requirements to boards and association members.
Produce, distribute, receive, and certify proxies and ballots, and coordinate, attend, and assist with client association meetings.
Manage correspondence with resort contacts and corporate partners.
Prepare and distribute association meeting notices, board books, quarterly board reports, and quarterly or semi-annual newsletters to members and boards.
Coordinate and attend association meetings, facilitate registration, and ensure meeting minutes are captured.
Consult with resort leaders and staff to maintain accurate association information, board contact details, contracts and tracking, meeting dates, and timelines; track compliance with documents, statutes, and HGV directives.
Manage board relations and communications, including frequent correspondence, phone contact, and in-person interaction with owners and board members.
Provide consultative support to resort managers regarding HGV-managed resort association boards and governance services.
Serve as liaison between corporate and site personnel to facilitate timely resolution of business issues relating to association boards.
Participate in the development, coordination, training, and coaching of board and association governance programs for resort leaders and client board members.
Perform special projects as needed, including management agreement approvals, assessment and billing and collection policy updates, document amendment approvals, and document research.
Embody Hilton Grand Vacations’ values of Hospitality, Integrity, Leadership, Teamwork, Ownership, and Now.
Complete required company training and compliance courses and adhere to company standards, policies, and procedures.
Perform other related duties as assigned.