Urgently hiring
Job details
Job Type Full-time
Number of hires for this role 1
Full Job Description
Job Summary:
We are seeking an experienced Florida Licensed Community Association Manager for an on-site role in a self-managed Association. The Community Association Manager is responsible for providing the overall supervision of the Community, including, but not limited to, property inspections and overall property maintenance, vendor and contract management, budgeting and invoice processing, interacts with internal and external customers including homeowners, vendors, board members and committee members. Performs all duties in accordance with company policies, processes and procedures and within the realm of the management philosophy.
Duties and Responsibilities:
The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
- Supervise the operation and administration of the community association in accordance with Board of Directors and the Association’s polices and procedures. Collaborate with Board of Directors to develop goals and communicate established goals. Ensure the goals and needs of the property, company and its customers are consistently met.
- Perform/Direct administrative and management duties as requested by the Board of Directors. Manage the functions of a team within a property while maintaining standards of excellence for processes, methods and personnel. Manage the process improvement and quality control of the property and ensure quality resident service is delivered. Assign and review the work of staff, ensure deadlines are met in a timely manner and prioritize and delegate workload as necessary. Align resources to work assignments and processes to meet business requirements. Provide leadership and direction and assist in the investigation and resolution of internal and external problems and concerns.
- Partner with the Board of Directors and internal departments to develop and lead the introduction and integration of new programs, services and initiatives. Act as liaison to ensure quality service is delivered, that Board expectations are met and to assist in prompt response and resolution to questions/problems. Establish and maintain a positive relationship with homeowners, Board of Directors and internal departments to ensure a high level of resident service and achievement of company and property goals and objectives.
- Maintain knowledge and understanding of the contracts between the association and vendors. Ensure all contractual obligations are being met.
- Conduct site inspections regularly. Identify deficiencies and provide recommendations and action plans in order to improve the property.
- Inspect HOA communities to ensure compliance by homeowners and residents. Take photos of violations with IPAD or camera, upload and save them to Caliber and send violations in accordance with HOA covenants.
- Receive, review and prepare ARC’s for committee review and approval.
- Prepare packet for monthly ARC Committee meeting.
- Prepare HO’s requested ARC’s for month ARC Committee meeting.
- Send approval / denial letters to homeowners regarding ARC’s after monthly committee meeting.
- Oversee all construction projects and ensure property maintenance/improvement and other related projects are completed on time and within budget. Maintain open communication and provide timely action updates to the Board and residents.
- Create, maintain and upload a wide variety of information in Caliber including but not limited to signed meeting minutes and Monthly Management Report. Fulfill all company compliance expectations throughout the year.
- Interview, select, recommend, hire, train and schedule assigned staff. Ensure proper coverage and staffing levels. Provide direction to staff and assist in the investigation and resolution of problems. Initiate personnel actions, promotions, transfers, terminations, or disciplinary measures. Manage the Performance Evaluation process of assigned unit and provide leadership, counseling and coaching to associates. Maintain harmonious associate/employer relations.
- Oversee training and cross training programs and ensure all direct and indirect associates are aware of and comply with company, government and customer regulations, policies, work procedures, instructions and deadlines. Participate in training programs and webinars as required.
- Observe safety standards and participates in the Associations’ efforts to provide a safe work environment. Conduct periodic safety meetings and ensure staff is trained and educated on safety procedures. Adhere to and maintain established Hurricane procedures.
- Address Worker Compensation incidents according to Association policy.
- Maintain calendar of meetings and events and initiate and /or attend a wide range of internal and external meetings. Prepare and conduct a wide range of presentations as needed.
- Ensure community management tools are being effectively developed and utilized such as preventative maintenance calendar, action item list, resolution worksheets, timed agendas, RFPs and contracts, matrixes, committee charters, procurement procedures, operating budget, etc.
- Provide financial support with a wide range of functions. Review financial statements and report variances; submit invoices in a timely manner and review invoices/checks for accuracy before presenting to the Board of Directors.
- Recommend and manage the budget for the functional area of responsibility. Monitor expenses, initiate cost reduction programs and negotiate prices with vendors. Ensure property expenses are maintained within budget.
- Monitor delinquency rates and collections process.
- Monitor vendor contracts regularly, submit renewal /cancellation notices, manage contract renewals professionally and advise Board of Directors of any upcoming insurance renewals or lapse in coverage.
- Prepare (3) three bid comparison analysis and prepare and use the Request for Proposal for bid solicitation. Maintain awareness of changes in rules, statutes or regulations and communicate changes to staff. Direct training of staff when new procedures are required to comply with changes.
- Participate in the development of Standard Operating Procedures and maintain existing procedures. Review processes and ensure they are in compliance with current statute. Manage the communication and compliance within internal and external customers.
- Prepare, maintain and submit a wide range of reports, contract lists, presentations, documents and manuals as required.
- Maintain accurate records, files and communications pertinent to the Association.
- Conduct business at all times with the highest standards of personal, professional and ethical conduct.
- Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify Board of Directors of unusual equipment or operating problems and the need for additional material and supplies.
- Participate in all meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
- Prepare Board packages according to established time frames.
- Ensure Board of Directors are aware of legal actions involving the Association.
- Ensure all safety precautions are followed while performing the work.
- Follow all policies and Standard Operating Procedures as instructed by Board of Directors.
- Perform any range of special projects, tasks and other related duties as assigned.
- Directly or indirectly supervise associates and sub-associations within the Association.
Education and Experience:
- Bachelor’s Degree in Business or related field from an accredited college or university, and five years experience in Property Operations, Hospitality or Construction; or equivalent combination of education and experience. Must be certified and licensed by the State of Florida for Community Association Management (CAM).
Qualifications:
- Successfully pass pre-employment drug screenings and background/reference checks.
- Have a good driving record and current driver’s license for insurance on company vehicle(s).
- Knowledge and ability to apply Florida Statutes and Community’s documents.
- Knowledge of assets, cash balance, and availability of funds for projects and cash flow management for capital improvements.
- Excellent organization, motivation, leadership, management and interpersonal skills.
- Critical thinking, complex problem solving, judgment and decision-making ability.
- Ability to apply a comprehensive knowledge of particular field of specialization to the completion of difficult assignments.
- Excellent customer service skills.
- Strong verbal and written communication skills. Ability to communicate and provide guidance to all associate levels.
- Strong presentation skills.
- Ability to read, analyze and interpret technical procedures, leases and/or regulations.
- Must have a strong work ethic and be detail-oriented with excellent organizational and multitasking skills.
- Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook. Proficiency researching the Internet. Previous experience with financial and accounting programs preferred.
- Ability to work with sensitive or confidential information.
- Demonstrated experience managing large, complex accounts or projects. Ability to meet deadlines and work well under pressure.
- Ability to work well in a team environment as well as independently. Must be self-driven with the ability to identify, plan and prioritize business opportunities.
- Knowledge of mechanical operations of a building and equipment preferred.
- Ability to respond to emergency situations within established time-frame.
- Ability to adjust to changing circumstances.
- Computer and peripherals, standard and customized software applications and tools, and usual office equipment.
- This position works under usual office conditions. The associate is required to work at a personal computer as well as be on the phone for extended periods of time.
- Must be able to stand, sit, walk and occasionally climb.
- Physical demands include ability to lift up to 50 lbs. The incumbent must be able to detect auditory and/or visual emergency alarms.
- Have the ability to adapt to change and a willingness to learn new things.
- Caliber experience a plus.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Work Location:
- One location
Work Remotely:
- No
