Community Manager

HOA Talent•Irvine, CA

2d•Onsite

About The Position

The Community Manager is responsible for the day-to-day management of a portfolio of community associations. This role ensures the highest quality of customer service is provided to board members, homeowners, and vendor partners to maintain client satisfaction and retention.

Requirements

Strong listening and communication skills.
Good people skills for building relationships.
Excellent customer service skills.
Excellent written and oral communication skills.
Ability to draft letters.
Mail handling skills.
Proper telephone etiquette.
Ability to write routine reports and correspondence.
Ability to read and interpret association bylaws and other governing documents.
Ability to speak effectively before groups of clients or team members.
MS Office – Excel, PowerPoint, Word, Outlook.
Ability to operate office phone system – voicemail, call transfer, call hold, call park, and conference call.
Ability to operate office equipment – copy machines and other general office equipment.
Valid CA Driver’s License.
Eligible to work in the United States.

Nice To Haves

CMCA certification is preferred.
Typing speed of at least 75 words per minute is preferred.
Experience with the Vantaca software platform is preferred.
Knowledge of California Civil Code and laws governing community associations is preferred.
Availability to respond to after-hours emergency calls within 15 minutes is preferred.

Responsibilities

Update 3CX status daily with return date and time.
Answer all incoming calls and emails, returning them within 24 hours if unable to take immediately.
Retrieve voicemail messages regularly throughout the day and return them within 24 hours.
Assist clients on their first contact whenever possible.
Locate another employee to assist if unable to help a caller, or take the caller's information for a return call.
Attend board meetings.
Prepare necessary items for board meetings, including extra agendas and sign-in sheets.
Comply with and perform all contractual obligations for associations.
Review Association financial statements monthly and provide a summary at each board meeting.
Submit ‘extra’ charges in accordance with contracts on the appropriate form.
Ensure proper budget preparation for each Association on an annual basis.
Prepare mailouts and billing inserts.
Stay up-to-date with California Civil Code and laws governing associations.
Guide, mentor, and assist the Board in making sound, prudent, and lawful business decisions.
Resolve issues reported by board members and homeowners, informing the Director if unable to resolve.
Complete all items in accordance with the Association’s Annual Calendar and update the calendar each month.
Guide clients to a healthy financial outcome.
Attend trade organization luncheons, trade shows, or educational classes as requested by supervisor or as needed to keep certifications in good standing.
Update Association Profile when changes occur (e.g., change in vendor, board members, committee members, system changes, process procedures).
Assist any walk-in clients/vendors.
Complete company training as assigned, attend all mandatory functions, and adhere to Optimum’s standards of operation.
Attend weekly manager meetings.
Maintain an organized, tidy workspace.
Display integrity, loyalty, confidentiality, and professionalism always with clients and associates.
Maintain an out-of-office message on voicemail and email when away from the desk for an extended period or out of the office.
Respond to after-hours emergency calls within 15 minutes and notify the answering service once the call is handled.
Ensure items on Optimum’s New Account Checklist are completed for any new accounts.
Prepare Directors Report in accordance with company standards and format.
Provide the Director with the report for review at least 9 working days prior to the mailing deadline and prior to copying.
Distribute the report to each board member 7 days prior to the board meeting.
Scan and maintain all Directors Reports as part of Optimum records.
Perform Property Inspections per the contract.
Prepare Property Inspection Report within 1 day following inspection and include in Directors Report.
Ensure inspections do not exceed the time allotted in the Association’s contract, or submit an overtime invoice.
Transcribe and submit minutes to the Director for review the day after the meeting and email to the board within 5 days.
Transcribe minutes in accordance with company standard verbiage and format.
Transcribe General Session and Executive Session minutes separately.
Scan all signed minutes into the system.
Transcribe Action List the day after the meeting and email to the board within 5 days.
Complete Action Items prior to the following board meeting.
Complete Requests for Proposals first to allow vendors time to submit proposals for the next board meeting.
Prepare Bid Comparison when presenting more than one proposal for board review and approval.
Present three proposals in accordance with the Association’s Management Agreement.
Review, approve, code, and submit invoices for payment per A/P schedule.
Submit only original invoices that have not been altered for payment.