Executive Director of Community Management

HOATalent•Irvine, CA

28d•$105,000 - $115,000•Onsite

About The Position

Executive Director of Community Management will provide a high degree of leadership, support, guidance and expertise to their team of Directors of Community Management, Community Managers, and association clients. Day-to-day duties and responsibilities play a crucial role in the company’s success and performing in a highly professional and ethical manner while maintaining confidentiality. This position will collaborate with the Executive Team and the Community Management team to ensure company and client retention, client satisfaction, deadlines are met, and overall processes and procedures are followed. This position will be responsible to proactively address issues for our clients and the Company. Duties include, but are not limited to, management of a limited accounts, management accounts either temporarily or during transition due to the needs of the department, and supervision of Directors of Community Management and other Community Management team members.

Requirements

The Executive Director of Community Management must have strong comprehensive listening and communication skills to receive and collect input as well as execute responsibilities based on the requirements of the organization.
Ability to read and interpret documents such as CC&Rs, Bylaws, and other governing documents.
This position must be able to write efficient routine reports and correspondence and can speak effectively before groups of clients or team members of the organization.
The ability to work independently is extremely important to efficiently increase the productivity and maximize time management.
Bachelor’s Degree preferred
Five (5) years’ Senior Management experience in the Community Management industry
CAI certification required.
MS Office Suite (advanced level)
Office Phone System – Voicemail, call transfer, call hold, call park, and conference call
Smart Phone
Understand Internet
Community Management software
Valid CA Driver’s License

Responsibilities

Management of Directors of Community Management and other Community Management Team Members:
Provide exemplary professional, ethical, consistent, and respectful leadership and mentoring.
Manage and develop a team of Directors and Community Managers. Prepare CMLT meeting agendas and materials. Provide input for monthly managers’ meetings. Review and update switchboard status. Resolve performance issues with team members. Mentor and develop potential leaders. Identify team members needing additional or specialized training. Approve time-off requests for team members under supervision. Ensure coverage during absences and vacations (emails, phone calls, on-call rotation). Conduct performance evaluations within company guidelines. Participate in interviews for qualified candidates. Assist in disciplinary actions as needed.
Ensure company timelines and deadlines are consistently met.
Respond promptly to calls and emails — same-day if possible.
Ensure company policies, procedures, and standard templates are consistently followed.
Review Directors’ Reports for content, accuracy, and compliance with company standards.
Review Annual Calendars to ensure items are completed and scheduled appropriately.
Review meeting minutes for: Accuracy and corrections needed Standard verbiage Potential liability issues Management extras
Verify all signed minutes are scanned and saved in Vantaca.
Regularly review Vantaca: Team Member Messages – Weekly Team Member Action Items – Weekly Documents – Monthly Action Item Reports – During Directors’ Report process
Review mail-outs and billing inserts for accuracy, liability issues, and compliance.
Review Action Item Reports (AIR) for content, accuracy, liability, and compliance.
Review Management Reports with team members to address projects, insurance claims, lawsuits, and workload distribution.
Ensure Managers and Directors submit management extras for work performed outside the Management Contract.
Ensure Community Managers understand and adhere to contractual obligations for each association.
Complete assigned items for Internal Transitions for your team members.
Update and maintain account transition tracking log in Teams.
Attend association meetings for Community Managers under supervision (at least annually) to evaluate performance and board relations.
Communicate with Boards (quarterly, semi-annually, or as needed) to ensure client satisfaction.
Visit communities under supervision to evaluate appearance and address issues with managers and/or boards.
Respond to client issues promptly; resolve conflicts within 24–48 hours depending on severity.
Attend Small Claims Court with managers as needed (with a board member present).
Manage and update the Lawsuits in Vantaca for all Associations.
Management of Assigned Communities:
Meet all deadlines: minutes, invoices, proposals, Directors’ Reports, etc.
Ensure smooth operation of associations and execution of business-related requirements.
Ensure compliance with associations’ governing documents, policies, and legal requirements.
Guide, mentor, and assist Boards in making sound, prudent, and lawful business decisions.
Support clients in achieving healthy financial outcomes.
Update all required reports as needed (Annual Calendar, Profile, etc.).
Attend and facilitate Board and Annual Meetings per the management contract, bill for additional meetings as appropriate.
Conduct property inspections per the management contract, Bill for extra inspections as appropriate.
Take after-hours emergency calls as needed.
Perform other duties as assigned to ensure client retention.