Community Association Manager

Associa•Houston, TX

18h

About The Position

The Community Association Manager is responsible for day-to-day management of a portfolio of community associations, including operations, financial oversight, vendor coordination, Board communication, and legal and policy compliance. The role requires proactive communication, sound judgment, strong organizational skills, and a customer-service focus. The manager oversees community operations, property inspections, compliance enforcement, architectural reviews, vendor coordination, and contract tracking. They serve as a primary contact for Boards and residents; prepare for and follow up on meetings; manage financial communications and invoice submissions; oversee vendor records and contract details; and plan community events. The position also requires adherence to company protocols, software systems, and reporting standards.

Requirements

High school diploma or equivalent.
Two to five years of relevant experience managing communities.
Proficiency in Microsoft Office and comfort learning new software.
Excellent written and verbal communication, time management, and problem-solving skills.
Strong customer service approach and consistent follow-through.
Must meet background check requirements.

Responsibilities

Manage day-to-day community association operations in alignment with governing documents, contracts, and policies.
Conduct property inspections and enforce compliance.
Support architectural review processes.
Coordinate vendors and project bids using clear requests for proposals.
Track contract and insurance expirations in personal and community calendars.
Serve as the primary contact for Boards and residents and maintain proactive, professional communication with all Board members.
Respond to calls within 24 hours and emails within 48 hours; acknowledge requests and provide a timeline when a complete response will take longer.
Use phone communication regularly to build relationships and share a Zoom number with all Boards.
Provide weekly Board updates with action items, copying the supervisor; provide updates bi-weekly only with pre-approval.
Train Board and ACC members using Client Portal videos.
Prepare meeting materials, obtain supervisor review, and distribute them at least six days in advance.
Send annual meeting notices 30–60 days in advance as applicable.
Maintain a calendar of annual meetings and preparation deadlines using the Annual Meeting Checklist.
Send follow-up emails summarizing action steps within 24 hours of Board meetings.
Send draft meeting minutes to the supervisor within 48 hours of Board meetings.
Review and send financial statements to Boards within one to two business days of receipt.
Ensure Boards receive monthly financial statements by the 15th of each month, except December.
Notify the supervisor if a Board requests the SBB contract or if a major or billable project is assigned.
Submit invoices in PDF format to [email protected] and copy themselves.
Ensure Association and SBB details are correct on all contracts and invoices.
Keep vendor contact information current and maintain vendor lists in Vantaca.
Ensure contracts are signed by a Board member and do not sign contracts as the manager.
Plan community events and secure bids in advance, including holiday decor by August and summer events early in the year.
Submit custom welcome letters through the Internal IT Help Desk when needed.
Obtain leadership approval before recommending unapproved software or systems.
Adhere to company protocols, software systems, and reporting standards.