Community Association Manager

Associa•Carmel, IN

About The Position

A Community Manager I supervises a portfolio of community associations and interacts with homeowners, vendors, board and committee members, and Associa staff. The role involves traveling to client associations for board meetings, inspections, walk-throughs, and community events as needed under the management agreement. It combines association administration, board and homeowner liaison work, financial and records oversight, vendor coordination, and community inspections. The manager operates in accordance with each association’s management agreement, policies, and procedures.

Requirements

Proficiency with Microsoft Office products, including Word, Excel, and Outlook.
Knowledge of communities, property, real estate, and homeowners associations.
Knowledge of the roles of an association board and a Community Association Manager, and how those roles interface with homeowner requests.
Proficiency in business correspondence, including grammar, structure, punctuation, and spelling.
Proficiency in conflict-resolution techniques.
Professional customer-service skills.
Ability to maintain confidentiality and discretion in performing duties.
Self-motivated, proactive, detail-oriented, and able to function as part of a team.
Time-management and time-critical prioritization skills, including the ability to meet deadlines.
Ability to keep workspaces organized and maintained.
Ability to interpret verbal and written instructions proficiently.
Knowledge of company policies, procedures, and forms.
Ability to work effectively with others in person and in group settings.
Ability to communicate effectively and professionally by phone, email, and in person.
Ability to operate general office equipment, including copiers, fax machines, and phone systems.

Responsibilities

Supervise the operation and administration of assigned associations in accordance with management agreements and association policies and procedures.
Serve as, or oversee, the primary liaison with association boards of directors and homeowners.
Perform or direct administrative and management duties requested by the board and consistent with the management agreement.
Travel to client associations to attend board meetings, conduct inspections and walk-throughs, and attend community events as needed.
Prepare agendas, update management reports, and compile documents and copies for board meeting packages.
Prepare annual disclosure packages, annual meeting notifications, and annual financial statement packages, and arrange bulk mailing within applicable statutory or governing-document deadlines.
Update homeowner and association information in C3 and shared files, and maintain unit and contract files related to association operations.
Coordinate or oversee inspections of building facilities and common areas, and arrange appropriate follow-up actions.
Ensure effective development and use of community management tools, including annual calendars, action item lists, resolution worksheets, timed agendas, RFP matrices, committee charters, procurement procedures, and fiscal-year operating budgets.
Review monthly financial reports and ensure management summaries are submitted to association boards.
Provide or oversee recommendations to boards and committees regarding major capital expenditures needed to maintain community appearance and operations.
Oversee Architectural Review Board application processing and conduct on-site community inspections as necessary.
Monitor corporate and client delinquency rates and the collections process for the account portfolio.
Ensure boards are informed of legal actions involving their associations.
Manage routine and special-project vendors, including procurement and performance evaluation as contracted.
Partner with stakeholders such as assistant community managers, vendors, peers, and clients.
Communicate professionally by phone, email, and in person, and work effectively with others in person and in group settings.
Prioritize work, manage time, meet deadlines, and maintain organized workspaces.