Community Association Manager

May Management Services Inc•Ponte Vedra Beach, FL

About The Position

May Management is hiring a Community Association Manager (Portfolio) for its Ponte Vedra office. The incumbent is the primary contact for providing MAY Management services to assigned associations and is responsible for achieving a high level of client satisfaction using the company’s resources. The role develops and maintains strong working relationships with association presidents and directors, and calls for proactive, efficient work and awareness of the health of those relationships. The manager oversees association board and owner communications, meetings, annual meetings, committee activities, vendor relationships, property maintenance, financial management, and personnel matters. The role supervises and directs Community Assistants, ARB Coordinators when applicable, and assigned Maintenance Technicians, and coordinates with Client Accounting on budgets and timely financial reporting.

Requirements

CAM (Community Association Manager) license or Florida real estate license, required.
Two years of community management experience; ideally in the HOA space and not in rental or lease-up work.
Understanding of Florida law, particularly Chapters 718 and 720.
Ability to read financial statements.
Knowledge of association physical assets and their construction and condition to identify repair needs.
Knowledge of appropriate vendors to contact to correct physical faults.
Well organized and able to prioritize.
Good written and verbal communication skills.
Proactive, able to assess situations quickly and take appropriate action.
High sense of urgency, client sensitivity, diplomacy, and good common sense.
Confidence, objectivity, and ability not to take criticism personally.
Willingness to give effective positive and corrective feedback to direct reports.
Ability to work quickly and efficiently, manage a heavy workload, and work independently with little supervision.
Ability to handle difficult situations tactfully.

Nice To Haves

Associate degree, bachelor’s degree, or commensurate experience.
Community Management and Accounting courses.

Responsibilities

Attend all Board meetings; provide administrative support, prepare agendas and minutes, and distribute Board packages within agreed lead times.
Respond to Board requests directed to the Community Manager within 24 hours and provide the President with timely status reports.
Review Board minutes for accuracy before distribution.
Prepare and email weekly management reports to Board members covering project status, violation activity, and related matters; also send reports to the President of MMS for review.
Attend committee meetings as appropriate and provide direction for Turnover committees.
Serve as the primary liaison between the Board President and the association’s vendors.
Manage annual meetings, mail voting proxies and ballots to owners, and perform associated duties.
Obtain and present bids and proposals for Board consideration, with a brief evaluation of each option.
Educate Board members about Florida law requirements, organizational matters, meeting conduct, and corporate records.
Respond promptly to owners’ calls, emails, and other communications, and resolve owner problems quickly.
Process ARB/ARC applications promptly when they do not involve the Architectural Review Coordinator.
Inspect properties weekly, check violations and vendor performance, identify assets needing repair, and arrange corrective action.
Enforce covenant provisions and send violation letters.
Proactively recommend repairs to the association’s physical assets.
Prepare work orders for maintenance personnel and contract vendors, specifying agreed completion dates; follow up to ensure work is completed on time and record corrective action when work orders are closed.
Ensure maintenance personnel satisfactorily complete routine tasks; supervise association contractors and vendors and recommend vendor changes when performance is inadequate.
Develop draft annual budgets with Client Accounting for Finance Committee and/or Board presentation.
Review monthly financial reports, including the general ledger, for accuracy and work with Client Accounting to correct discrepancies before distribution.
Prepare monthly and year-to-date variance reports for Board presentation and identify potential problems and unfavorable variances that could jeopardize year-end budget results.
Supervise direct reports, assess performance, and provide training to correct deficiencies.
Review and approve Timeclock Manager for payroll processing and prepare annual performance reviews.
Interview new-hire candidates with the Manager HR and Regional Manager, and train new hires on daily office and association operations.
Supervise and direct assigned Community Assistants, ARB Coordinators when appropriate, and Maintenance Technicians.
Coordinate with Client Accounting to develop budgets and ensure timely financial reports.