Community Association Manager

SUHRCO Residential Properties•Bellevue, WA

About The Position

The Community Association Manager oversees the day-to-day operations and management of common areas for multiple homeowner associations and/or condominium communities. The role operates primarily at a high level, requiring sound judgment about when to investigate an issue in depth, excellent time management, exceptional customer service and responsiveness, and proactive problem-solving. The manager works with homeowners, residents, board members, administrative assistants, accounting staff, and vendors to support community operations and maintain positive relationships. Responsibilities span administrative and financial management, maintenance and repairs, customer communication, board meeting preparation, legal and regulatory compliance, community engagement, risk management, and strategic planning. The manager is on call after hours for genuine emergencies affecting their assigned communities and is expected to conduct in-person site visits at least quarterly. The role also involves reviewing governing documents, insurance coverage, budgets and financial reports, reserve studies, and proposed projects, and advising boards as needed.

Requirements

Excellent time management and organizational skills.
Strong customer-service orientation, exceptional responsiveness, and proactive problem-solving habits.
Strong knowledge of management principles, financial management, and legal regulations.
Excellent communication, negotiation, and conflict-resolution skills.
Proficiency with association management software and Microsoft Office, including Excel.
Ability to learn new software platforms quickly.
Ability to multitask, prioritize, and work independently with minimal supervision.
Ability to respond to after-hours emergencies for assigned communities.

Nice To Haves

Previous experience in association management.
Community Association Manager certification (CMCA) is encouraged.
Experience with Caliber, MGC, and HomeWiseDocs.com.

Responsibilities

Manage administrative tasks, including maintaining records, preparing budgets, reviewing and processing invoices, organizing meetings, obtaining proposals, and filing electronic documents according to company procedures.
Ensure association insurance is renewed on time, stay aware of deductibles, and notify owners when insurance information changes.
Understand association governing documents, declarations, bylaws, rules, and regulations; provide homeowners with guidance and support compliance.
Work with the administrative assistant to keep Property Information Sheets current and maintain printed copies for emergencies or server outages.
Develop and manage budgets, generally using approved templates; have drafts reviewed by the Director before delivery to the Board, and support timely budget approval and ratification.
Oversee financial transactions, review accounts payable and receivable reports, verify invoice coding before approval, coordinate reserve transfers, and monitor financial performance and variances.
Provide regular financial reports to the Board of Directors and review financial materials before they are shared with homeowners and board members.
Prepare check requests for reimbursements and project deposits; review owner-responsible expense bill-backs; and review resale certificates when prompted.
Ensure approved documents, including minutes, financial reports, insurance certificates, and audits, are uploaded to the appropriate platforms.
When applicable, review onsite staff time cards in ADP and approve PTO requests.
Serve on call after hours for genuine emergencies affecting assigned communities.
Coordinate and oversee board-approved maintenance, repairs, and reserve projects; review and update work orders weekly; and obtain bids after confirming the requested scope with the Board.
Meet vendors onsite when needed, inform the Board of any additional fees before performing additional services, and recommend third-party project management for projects exceeding 10% of annual assessments as a best practice.
Act as a primary contact for homeowners, responding to inquiries, concerns, and requests promptly and professionally, with a target response within 24 hours or by the end of the next business day.
Facilitate communication among the Board, homeowners, and internal and external customers; maintain community document libraries and use available communication, work-order, and event-calendar tools.
Plan and prepare for board meetings at least one week in advance, including meeting details, agenda preparation, action-item updates, tracking actions without a meeting, and assisting with minutes, approvals, and distribution.
Stay current on applicable local laws, regulations, and association governing documents; address violations, enforce rules, handle disputes, and recommend legal counsel when matters are unclear or disputed.
Support boards and committees in communicating with owners and organizing community events and activities; collaborate with residents to address community needs and improve satisfaction.
Identify property risks and liabilities and implement mitigation measures; conduct in-person site visits at least quarterly and provide site visit reports to the Board before its meeting.
Ensure properties are adequately insured and address safety concerns promptly.
Collaborate with the Board on long-term strategies and goals, propose initiatives to improve property value, amenities, and quality of life, and ensure reserve studies are completed annually in time for budget planning.
Review reserve studies in detail, identify upcoming projects, and prepare recommendations for the Board.