Community Operations Manager

Cohere Life•West Jordan, UT

2d•$74,000 - $80,000•Hybrid

About The Position

The Community Operations Manager (“COM”) for Terraine will actively support the values, vision and philosophies of Cohere, while demonstrating a style of support and organization that allows stakeholder , and team needs to be met with a high level of satisfaction. The COM will provide a warm and professional approach while utilizing their experience, skills, and exceptional communication abilities with property owners, partners and clients. Working collaboratively with the Executive Director and team members, the COM will manage all aspects of community governance including Board of Director matters. The COM will manage all the administrative responsibilities associated with the role while providing support for the overall efficiency and effectiveness of the community management team. This position requires a cooperative and positive attitude, and the ability to handle multiple activities with exceptional follow-through.

Requirements

3-5 years of progressively responsible customer service, administrative and/or operations management experience required
Minimum of 5 years of supervision experience required
Knowledge of community associations (HOAs), community amenities and community governance a plus with a minimum of 1 year of community association management experience preferred
Experience in meeting coordination required
Experience working with committees, volunteers and similar stakeholder groups preferred
Proficiency in a wide range of software applications including Microsoft Office Suite, with emphasis on Excel, Word, and PowerPoint
Interest in community association professional development opportunities
Passion for people and ability to engage in authentic, meaningful ways
Enthusiastic, positive and professional demeanor
Outstanding customer service skills and instincts
Personable, tactful and diplomatic
Collaborative, team-centered approach
Excellent verbal, written and personal communication skills
Conscientious and dependable work ethic and attention to detail
Organization, prioritization, follow-up and time management skills
Innovative and creative problem solving using a “win-win” approach
Initiative to think, reason and make independent decisions
Familiarity with General Accounting Practices, financial statements and budget processes
Ability to work well under pressure, maintain composure in tense conversations, and juggle multiple projects while receiving a high volume of calls and emails; exceptional multi-tasking ability
Flexible, adaptable and growth-oriented
Provide one’s own transportation for off-site programs, meetings with partners, picking up necessary supplies, etc.; must have a current drivers’ license and an acceptable driving record.
Frequently lift and/or move up to 30 pounds and be on feet for extended periods.

Responsibilities

Manage all administrative duties for the support of the Operations objectives, including tasks, special projects, events, and mass mailings.
Respond to general inquiries from residents, commercial owners and other stakeholders (written, phone calls and in-person) and forward requests for specific inquiries to the appropriate team member.
Manage community association Board of Directors functions including scheduling meetings, notification, agenda preparations, Board information package, reporting statistics, special presentations and related administrative functions.
Oversee the compliance process in accordance with stated policy and community guidelines; generate/increase support for and compliance with guidelines through education, communication and relationship building with stakeholders.
Manage the Design Review Process; receive incoming Design Review Applications; communicate with owners and contractors regarding the guidelines and design review process; prepare weekly Design Review Committee meeting agenda; present applications to the Design Review Committee; follow up with owners or contractors on Design Review Committee decisions.
Implement education campaigns aimed at cultivating resident buy-in and building grassroots support for the compliance process; develop raving fans and stewards of community standards.
Support in recruitment, hiring and training of Ambassadors; ensure staffing levels appropriate to job requirements and seasonal demands; prepare monthly Ambassador staffing schedule; monitor schedule against budget and approved hours.
Lead efficient deployment of reported community concerns including tracking, contractor coordination, follow-up with stakeholders and electronic documentation of all relevant communication.
In collaboration with the Executive Director, have a thorough understanding of financial statements and ability to present them.
Be knowledgeable on community governing documents and community guidelines.
Respond to inquiries related to the Transfers and Disclosures process, coordinate with the Accounting Team on re-sales, builder sales and all transfer and disclosure documentation.
Ensure the integrity of all association documents & files; serve as records management coordinator.
Assist in welcome process of new residents/owners by managing the resident website’s new owner activations.
Oversee preventative maintenance services and daily maintenance of community assets including landscape, pools and similar assets.
Prepare reports on all amenity repairs and maintenance concerns.
Contribute relevant website content for events, meetings, and governing document updates.
Vet appropriate vendors, service providers and contractors. Manage bid and selection process.
Carry out risk management responsibilities with emphasis on adherence to requirements set forth by the governing documents, monitor property for potential risk and make recommendations to mitigate risk.
Conduct regular inspections of community property and assets to identify maintenance needs.
Coordinate maintenance with external contractors as necessary, ensuring quality workmanship.
Implement preventive maintenance programs.
Assist in annual budget preparation.
Foster a culture of teamwork, accountability, and improvement within the team.
Work collaboratively with broader Cohere team and colleagues to mine best practices and ensure efficiencies of scale.
Attend after-hours events and meetings as necessary.
Other duties as assigned.