Community Association Manager

Associa•Houston, TX

16h

About The Position

JOB DUTIES AND RESPONSIBILITIES Community Operations Manage day-to-day operations aligned with governing documents, contracts, and policies. Conduct property inspections and enforce compliance. Support architectural review processes. Coordinate vendors and project bids using clear RFPs. Track contract and insurance expirations in both personal and community calendars. Board & Homeowner Engagement Serve as the primary contact for the Boards and residents—maintain proactive and professional communication with all Board members, not just the President. Respond to calls within 24 hours and emails within 48 hours. If more time is needed, acknowledge the request and give a timeline for a full response. Use phone communication regularly to build relationships; share Zoom number with all Boards. Provide weekly Board updates with action items, copying your supervisor (bi-weekly only with pre-approval). Provide training to Board and ACC members using Client Portal videos. Meetings & Annual Planning Prepare and distribute meeting materials, reviewed by your supervisor, at least 6 days in advance. Send annual meeting notices 30–60 days in advance as applicable. Maintain a calendar of annual meetings and prep deadlines using the Annual Meeting Checklist. Within 24 hours of a Board meeting, send follow-up emails summarizing action steps. Within 48 hours, send draft meeting minutes to your supervisor. Financial Management Review and send financials to the Boards within 1–2 business days of receipt. Ensure Boards receive monthly financials by the 15th of each month (except December). Notify your supervisor if a Board requests the SBB contract or a major/billable project is assigned. Submit invoices in PDF format to [email protected], copying yourself. Vendor Oversight Ensure correct Association and SBB details appear on all contracts and invoices. Keep vendor contact information current and maintain lists in Vantaca. All contracts must be signed by a Board member—do not sign contracts as the manager. Community Events Plan events and secure bids in advance (holiday decor by August, summer events early in the year). General Compliance and Conduct Submit custom welcome letters via the Internal IT Help Desk when needed. Do not recommend unapproved software or systems without prior leadership approval. Adhere to company protocols, software systems, and reporting standards.

Requirements

High School Diploma or equivalent required.
2–5 years of relevant experience managing communities.
Proficient in Microsoft Office and comfortable learning new software.
Excellent written/verbal communication, time management, and problem-solving skills.
Strong customer service approach with consistent follow-through.
Must meet background check requirements.

Responsibilities

Manage day-to-day operations aligned with governing documents, contracts, and policies.
Conduct property inspections and enforce compliance.
Support architectural review processes.
Coordinate vendors and project bids using clear RFPs.
Track contract and insurance expirations in both personal and community calendars.
Serve as the primary contact for the Boards and residents—maintain proactive and professional communication with all Board members, not just the President.
Respond to calls within 24 hours and emails within 48 hours. If more time is needed, acknowledge the request and give a timeline for a full response.
Use phone communication regularly to build relationships; share Zoom number with all Boards.
Provide weekly Board updates with action items, copying your supervisor (bi-weekly only with pre-approval).
Provide training to Board and ACC members using Client Portal videos.
Prepare and distribute meeting materials, reviewed by your supervisor, at least 6 days in advance.
Send annual meeting notices 30–60 days in advance as applicable.
Maintain a calendar of annual meetings and prep deadlines using the Annual Meeting Checklist.
Within 24 hours of a Board meeting, send follow-up emails summarizing action steps.
Within 48 hours, send draft meeting minutes to your supervisor.
Review and send financials to the Boards within 1–2 business days of receipt.
Ensure Boards receive monthly financials by the 15th of each month (except December).
Notify your supervisor if a Board requests the SBB contract or a major/billable project is assigned.
Submit invoices in PDF format to [email protected], copying yourself.
Ensure correct Association and SBB details appear on all contracts and invoices.
Keep vendor contact information current and maintain lists in Vantaca.
All contracts must be signed by a Board member—do not sign contracts as the manager.
Plan events and secure bids in advance (holiday decor by August, summer events early in the year).
Submit custom welcome letters via the Internal IT Help Desk when needed.
Do not recommend unapproved software or systems without prior leadership approval.
Adhere to company protocols, software systems, and reporting standards.