Community Manager

OPTIMUM PROFESSIONAL PROPERTY MANAGEMENT, INC.

• Office Hours: 8:00 a.m. to 5:00 p.m. (Mon-Fri) - Expected to work until work is completed from the day and deadlines have been met
• Exemption Status: Exempt
• Work Location: 230 Commerce, Suite 250, Irvine, CA 92602

SUMMARY OF DUTIES AND RESPONSIBILITIES

Community Manager is responsible for the day-to-day responsibilities of managing a portfolio of community associations ensuring the highest quality of customer service is provided to our board members, homeowners, and vendor partners to maintain client satisfaction and retention.

PRIMARY DUTIES AND RESPONSIBILITIES include, but are not limited to:

General

• Update 3CX status daily and always include a return date and time.
• Answer all incoming calls and emails; if unable to take a call/email, the call/email must be returned within 24 hours.
• Voice mail messages are to be retrieved regularly throughout the day and must be returned within 24 hours.
• Every effort must be made to assist clients on their first contact with the Company.
• Whenever the Manager receives a phone call where they are unable to assist, the Manager should do their best to locate another employee who can assist. If no one is available offer to take the caller’s name and number for a return call; never ask the caller to call back.
• Attend board meetings.
• Prepare and bring necessary items for board meetings (i.e. print extra agendas and sign in sheet, bring Optimum pens and business cards).
• Comply with and perform all contractual obligations for associations.
• Review Association financial statements monthly and be prepared to provide a summary at each board meeting.
• Submit “extra” charges in accordance with contracts on the appropriate form.
• Ensure proper budget preparation is completed for each Association on an annual basis.
• Prepare mailouts and billing inserts.
• Keep up to date with California Civil Code and laws governing associations.
• Guide, mentor, and assist the Board to make sound, prudent and lawful business decisions.
• Resolve issues reported by board members and homeowners, if unable to resolve inform Director.
• 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 (i.e. CMCA, PCAM, etc.)
• Update Association Profile when changes occur (i.e. change in vendor, board members, committee members, system changes and/or process procedures, etc.)
• 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 your voicemail and email when away from your desk for an extended period of time on a normal business day or if you are out of the office for an extended period of time (i.e. vacation, flex, sick, industry function, etc.)
• Emergency On-Call: respond to after hour emergencies calls within 15 minutes and notify answering service that call has been handled, once team member is on exempt status.
• Ensure items on Optimum’s New Account Checklist are completed for any new accounts.

Directors Reports

• Prepare Directors Report in accordance with company standards and format.
• Report must be given to Director to review at least 9 working days prior to mailing deadline and prior to copying.
• Report must be distributed to each board member 7 days prior to the board meeting.
• All Directors Reports must be scanned and maintained as part of Optimum records.

Property Inspections

• Perform Property Inspections per the contract.
• Prepare Property Inspection Report within 1 day following inspection and include in Directors Report.
• Inspections should be no longer than the time allotted in the Association’s contract; otherwise, submit overtime invoice.

Minutes

• Transcribe and submit to Director for review day after meeting and email to board within 5 days.
• Transcribe minutes in accordance with company standard verbiage and format.
• General Session and Executive Session minutes must be transcribed separately.
• All signed minutes must be scanned into the system.

Action Items

• Transcribe Action List the day after meeting and email to board within 5 days.
• Complete Action Items prior to following board meeting.
• Requests for Proposals are to be completed first to allow vendor the time needed to submit proposal for next board meeting.
• Prepare Bid Comparison when presenting more than one (1) proposal for board review and approval.
• Present three (3) proposals in accordance with Association’s Management Agreement.

Invoice Processing / Payables

• Review, approve, code, and submit invoices for payment per A/P schedule.
• Submit for payment only original invoices that have not been altered. Faxes, statements or altered invoices are not acceptable.

Requirements

SPECIALIZED SKILLS

The Community Manager must have strong listening and communication skills in order to receive and collect input and execute responsibilities based on the requirements of the organization. Must have good people skills for building relationships with colleagues at all levels. Excellent customer service and written and oral communication skills are necessary in order to perform the essential functions of the job. Letter drafting, mail handling, proper telephone etiquette, and the ability to write routine reports and correspondence are also necessary to facilitate administrative tasks. The ability to read and interpret association bylaws and other governing documents is required. Must be able to speak effectively before groups of clients or team members of the organization.

TECHNICAL REQUIREMENTS

• CMCA certification is not required but preferred
• MS Office – Excel, PowerPoint, Word, Outlook
• Operate office phone system – voicemail, call transfer, call hold, call park, and conference call
• Operate office equipment – copy machines and other general office equipment
• Typing speed of at least 75 words per minute is preferred
• Experience with the Vantaca software platform is preferred
• Valid CA Driver’s License
• Eligible to work in the United States
• 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

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light physical effort including lifting, carrying, or moving objects up to 30 lbs
• Finger dexterity for typing and using a keyboard
• Mobility to move around the office and association properties
• Frequent standing, walking, reaching, stooping, and repetitive motions