Community Association Manager

Capital Consultants Management Corporation•Scottsdale, AZ

11d•Hybrid

About The Position

As an Association Manager, your primary responsibility is to oversee the day-to-day operations and management of the common areas of multiple Homeowner Associations (HOA) and or Condominium Communities. Your duties encompass a wide range of tasks to ensure the smooth functioning and upkeep of the communities, while fostering positive relationships with homeowners, residents and board members. Management of an Association is occurring most of the time at the 20,000-foot level, (this differs greatly compared to a Property Manager) and requires a manager to have the ability to discern when a deep dive on a particular matter for the client (The Association), is needed. Excellent time management skills, a high level of, and sense of customer service involving exceptional response times, (with both internal and external customers) as well as a habit and practice of proactively solving problems, are all key characteristics of an awesome Association Manager.

Requirements

Excellent time management skills
High level of customer service
Exceptional response times (with both internal and external customers)
Habit and practice of proactively solving problems
Ability to discern when a deep dive on a particular matter for the client is needed
Proficiency in software platforms for Association Management and use of MS Office, including Excel.
Ability to quickly pick up use of platforms that may be new to a manager.
Ability to multitask, prioritize, and work independently with minimal supervision.

Nice To Haves

Previous experience in Association Management.
Strong knowledge of Management principles, financial management, and legal regulations.
Excellent communication, customer service experience, negotiation, and conflict resolution skills.
Certification in Community Association Management (CMCA@) is encouraged.

Responsibilities

Managing administrative tasks such as maintaining records, preparing budgets, reviewing and processing invoices, organizing meetings, and obtaining proposals.
Utilizing standard filing procedures for electronic documents.
Ensuring the Associations insurance is renewed timely and being aware of their deductibles.
Notifying owners when insurance information changes.
Ensuring compliance with the Association Rules and Regulations, Understanding their Governing Documents, Declarations and Bylaws, and provide guidance to homeowners on adherence to those rules.
Developing and managing budgets using approved templates.
Overseeing financial transactions (AP and AR).
Reviewing accounts payable and accounts receivable reports.
Checking invoices for proper coding before approving, based on their budget.
Coordinating reserves transfers when needed.
Monitoring financial performance, analyzing variances, and providing regular financial reports to the Board of Directors.
Preparing check requests for board member reimbursements, project deposits, etc.
Reviewing invoices prepared by the administrative assistant to "bill back" for owner responsible expenses.
Reviewing and updating resale certificates on www.homewisedocs.com.
Ensuring that documents are uploaded as they are approved, including board approved minutes, financial reports, insurance certificates (COI), Audits, etc.
Reviewing time cards in ADP and approving PTO requests (if onsite staff is present).
Being on call for after-hours emergencies for their own communities.
Coordinating and overseeing maintenance, repairs, and Reserve projects within the property, once approved by the board.
Weekly review and updating work orders in MGC.
Obtaining bids after confirming with the board the scope of work being requested.
Meeting a vendor onsite if necessary.
Recommending engaging third party project management for projects exceeding 10% of their annual assessment.
Understanding and referring to the Governing Documents, when necessary, including responsibilities relative to insurance, maintenance and vendor management.
Serving as the primary point of contact for homeowners, addressing inquiries, concerns, and requests promptly and professionally.
Facilitating effective communication between the Board of Directors, homeowners, and external/internal customers.
Planning and preparing for board meetings at least a week in advance.
Setting up Zoom details if applicable.
Assisting with Agenda preparation.
Providing Weekly Update to Action Items Reports, uploaded for board access.
Assisting with tracking Actions without a Meeting (AWM) for the board to include in their next meeting minutes.
Reviewing and assisting with Minutes preparation, approvals, and distribution.
Staying updated on local laws, regulations, and Association governing documents to ensure compliance.
Addressing violations, enforcing rules, and handling disputes or conflicts within the community.
Advising the use of legal counsel when there is any gray area or something is being disputed.
Assisting in fostering a sense of community by helping the board and or committees communicate with all owners as they organizing events, activities, and social gatherings.
Collaborating with residents to address community needs and enhance resident satisfaction.
Identifying potential risks and liabilities within the property and implementing measures to mitigate them.
Performing an in-person site visit at least quarterly (with or without the Board).
Providing site visit reports to the board ahead of the board meeting.
Ensuring the property is adequately insured and addressing safety concerns promptly.
Collaborating with the Board of Directors to develop long-term strategies and goals for the property.
Proposing initiatives to enhance property value, improve amenities, and enhance the overall quality of life for residents.
Ensuring reserve studies are completed annually, in time for use while budget planning for the next year.
Reviewing reserve studies in detail and being aware of upcoming projects and making recommendations to the board on projects they might focus on the following year.