Sr Manager, HOA & Municipal Compliance

FirstKey Homes•Atlanta, GA

46d

About The Position

The Senior Manager of HOA & Municipal Compliance oversees the daily operations of the compliance team to ensure market activities adhere to Homeowner Association agreements and municipal requirements. This leader develops compliance strategies, monitors processes and performance metrics, and resolves escalated matters within a fast-paced, high-growth environment that requires consistent enforcement across multiple geographically dispersed locations. The role also includes oversight of Build-to-Rent (“BTR”) communities, management of third-party vendors supporting BTR operations, and responsibility for maintaining budgets and financials for all relevant BTR transactions. ESSENTIAL DUTIES Strategic Leadership & Program Oversight Assist the Senior Director of Central Operations in developing community compliance strategies related to Homeowner Associations (HOA) and city/county codes. Oversee the implementation and achievement of key initiatives. Assist the Director of Central Operations in leading and managing the daily operations of the community compliance team to best serve the business. Serve as the primary point of contact to dispute or resolve escalated compliance matters. Collaborate cross-functionally with Legal, Finance, Mainstay, Market Operations, and other Central Operations teams to ensure end-to-end compliance alignment. Stay abreast of technologies, best practices, and trends related to compliance tracking. Research, recommend, and implement enhancements to operational practices. Oversee ongoing vendor transitions and API automation processes. Prepare reports, presentations, and other materials to communicate results to business partners and executive leadership. Legal, Regulatory & Policy Compliance Coordinate with legal counsel for guidance on HOA restrictions, resident complaints, violations, insurance claims, and BTR-related compliance requirements. Ensure compliance with Covenants, Conditions, and Restrictions (CCRs) for all Build-to-Rent (BTR) communities. Track and monitor updates to rental restrictions and licensing requirements; ensure updates are documented and maintained within company systems. Oversee municipal compliance activities including code enforcement coordination, leasing permits, tenant registration, and code compliance violation inspections. Ensure oversight of tenant registration, renter’s insurance compliance, and HOA amenity/community access administration. Oversee legal and financial compliance actions, including intent-to-lien notices, lien filings, and foreclosure processes for both HOA and municipal properties, ensuring all actions are handled accurately, timely, and in accordance with applicable regulations. Develop, document, and reinforce community compliance policies and procedures. Financial Management & Budget Oversight Maintain budgets and financial reporting for BTR communities. Review and approve payments for BTR communities. Own and manage budgets for BTR and compliance operations, ensuring fiscal responsibility and variance explanations. Monitor fines and penalties for HOA/municipal violations, legal fees, late fees, and special assessments. Deliver concise, data-driven reporting for executive leadership on compliance performance, fines, and budget adherence. Evaluate financial and operational performance through monthly scorecards. Operational Planning & Performance Management Forecast and plan for seasonal workloads. Collaborate with Human Resources and local markets to identify and acquire workforce needs to ensure HOA amenities — such as pools and clubhouses — are maintained. Monitor and analyze key compliance performance indicators and metrics; identify, investigate, and resolve discrepancies in reporting. Ensure accuracy and timeliness of community compliance data, quality metrics, and reporting across systems. Maintain and regularly update SOPs, workflows, and training documentation within company knowledge systems. Oversee BTR vendor performance, on-site inspections, and property condition reviews. Partner with vendors to ensure service-level agreements (SLAs) are met and escalate underperformance issues as needed. Team Leadership & Development Directly manage and develop a team of Leads, Senior Specialists, Specialists, and offshore agents, including performance reviews, goal setting, and training. Drive professional development, succession planning, and training for the Community Compliance team. This brief summary is not an all-inclusive description of job duties. Additional responsibilities may be assigned at any time based on business needs. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Bachelor’s degree in Business Administration or equivalent work experience and/or education
Minimum 6 years’ experience with Homeowners Association Management, Property Management or similar experience.
Minimum 3 years’ experience managing a team of direct reports to achieve organizational goals
Proven ability to learn, understand and comply with city/county ordinances, HOA covenants, and regulatory organizations
Intermediate proficiency using Microsoft Office (Word, Excel, PowerPoint, Outlook)
Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Negotiation — Bringing others together and trying to reconcile differences.
Systems Analysis — Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
Management of Personnel Resources — Motivating, developing, and directing people as they work, identifying the best people for the job.
Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Time Management — Managing one's own time and the time of others.
Speaking — Talking to others to convey information effectively.
Writing — Communicating effectively in writing as appropriate for the needs of the audience.
Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
Integrity — Job requires being honest and ethical.
Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Persistence — Job requires persistence in the face of obstacles.
Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.

Nice To Haves

Experience using Yardi Voyager, Zendesk, or similar property management program
Experience working in a fast pace, high-growth company

Responsibilities

Assist the Senior Director of Central Operations in developing community compliance strategies related to Homeowner Associations (HOA) and city/county codes.
Oversee the implementation and achievement of key initiatives.
Assist the Director of Central Operations in leading and managing the daily operations of the community compliance team to best serve the business.
Serve as the primary point of contact to dispute or resolve escalated compliance matters.
Collaborate cross-functionally with Legal, Finance, Mainstay, Market Operations, and other Central Operations teams to ensure end-to-end compliance alignment.
Stay abreast of technologies, best practices, and trends related to compliance tracking.
Research, recommend, and implement enhancements to operational practices.
Oversee ongoing vendor transitions and API automation processes.
Prepare reports, presentations, and other materials to communicate results to business partners and executive leadership.
Coordinate with legal counsel for guidance on HOA restrictions, resident complaints, violations, insurance claims, and BTR-related compliance requirements.
Ensure compliance with Covenants, Conditions, and Restrictions (CCRs) for all Build-to-Rent (BTR) communities.
Track and monitor updates to rental restrictions and licensing requirements; ensure updates are documented and maintained within company systems.
Oversee municipal compliance activities including code enforcement coordination, leasing permits, tenant registration, and code compliance violation inspections.
Ensure oversight of tenant registration, renter’s insurance compliance, and HOA amenity/community access administration.
Oversee legal and financial compliance actions, including intent-to-lien notices, lien filings, and foreclosure processes for both HOA and municipal properties, ensuring all actions are handled accurately, timely, and in accordance with applicable regulations.
Develop, document, and reinforce community compliance policies and procedures.
Maintain budgets and financial reporting for BTR communities.
Review and approve payments for BTR communities.
Own and manage budgets for BTR and compliance operations, ensuring fiscal responsibility and variance explanations.
Monitor fines and penalties for HOA/municipal violations, legal fees, late fees, and special assessments.
Deliver concise, data-driven reporting for executive leadership on compliance performance, fines, and budget adherence.
Evaluate financial and operational performance through monthly scorecards.
Forecast and plan for seasonal workloads.
Collaborate with Human Resources and local markets to identify and acquire workforce needs to ensure HOA amenities — such as pools and clubhouses — are maintained.
Monitor and analyze key compliance performance indicators and metrics; identify, investigate, and resolve discrepancies in reporting.
Ensure accuracy and timeliness of community compliance data, quality metrics, and reporting across systems.
Maintain and regularly update SOPs, workflows, and training documentation within company knowledge systems.
Oversee BTR vendor performance, on-site inspections, and property condition reviews.
Partner with vendors to ensure service-level agreements (SLAs) are met and escalate underperformance issues as needed.
Directly manage and develop a team of Leads, Senior Specialists, Specialists, and offshore agents, including performance reviews, goal setting, and training.
Drive professional development, succession planning, and training for the Community Compliance team.