Portfolio Community Manager

Job Description

Job Description

Portfolio Community Manager - HOAMCO – Flagstaff, AZ

HOAMCO CULTURE:

At HOAMCO, our team members are passionate about their work, bringing enthusiasm and dedication to every task. They excel independently and understand the importance of teamwork. We are committed to building people and communities by fostering open, honest relationships through transparent communication. Our dedication to exceptional customer service ensures we positively impact everyone we interact with.

FUNCTION & ROLE:

Under the general supervision of the Regional Director, the Portfolio Community Association Manager is responsible for overseeing the performance of personnel and the maintenance of physical properties or projects under their supervision, ensuring compliance with established company and Board policies and procedures. The Portfolio Manager is tasked with maintaining and managing community accounts, actively supporting the community’s values, vision, and philosophies. They are expected to exhibit a leadership style that ensures residents’ needs are met with a high level of satisfaction.

The Portfolio Community Association Manager also serves as a crucial liaison between HOAMCO and the assigned communities, facilitating effective communication and coordination.

REQUIREMENTS:

Qualifications:

• CMCA certified or higher management designation preferred.
• Minimum of 1-2 years’ experience as a Community Association Manager preferred, or other management experience.

Responsibilities and duties:

Community Leadership:

• Serve in a key community leadership role aimed at building and maintaining connections and opportunities that foster a true sense of community.
• Provide advisory support to the board for long-term planning, goal-setting, and policymaking guidance.
• Act as a liaison between HOAMCO and assigned community.

Effective Communication and Relationship Management:

• Communicate proactively and transparently while building relationships with board members, residents, and staff.
• Facilitate regular meetings with the Developer, board members, residents, and volunteers to ensure open lines of communication.
• Develop and maintain a professional relationship with the Board of Directors for each assigned Association.

Daily Operations and Asset Management:

• Oversee the daily operations, management, and maintenance of community assets.
• Facilitate upkeep of residential files and records, legal documents, property deeds, construction plans, member rosters, contracts, annual reports, meeting minutes, and all other relevant records.
• Facilitate and attend all Association meetings.
• Effectively leverage company and vendor resources to execute board directives and achieve community goals.
• Oversee service contractors to ensure cost-effective and high-quality service delivery. Negotiate service contracts and obtain bids as needed or directed by the Board of Directors.
• Ensure that all procedures are being adhered to for vendors, contractors, service requests, and maintenance form logs.
• Inspect exterior and common areas of each assigned project at least twice a month and prepare written recommendations for physical repairs and/or replacements as required by the Board of Directors.
• Develop a building maintenance program and schedule for management of community assets.

Governance and Community Standards:

• Maintain and uphold the community’s standards as required by applicable laws, CC&Rs, and design guidelines.
• Facilitate the architectural design review process.
• Evaluate and oversee the CC&R compliance process.

Liability and Risk Management:

• Ensure liability and insurance policies comply with requirements set forth by governing documents and applicable laws.
• Develop and implement a comprehensive risk management program in consultation with industry experts and advisors.
• Ensure proper documentation for worker’s compensation, liability insurance coverage, and all executed written contracts for any contractors prior to engaging in work for any property managed by HOAMCO.

Budgeting and Financial Oversight:

• Collaborate with and assist the Board of Directors in preparing the annual budget for each fiscal year.
• Administer and monitor operating and reserve budgets.
• Review monthly financial packages and prepare budget variance report for the Board of Directors.
• Ongoing review of budget, evaluating ways to improve service and/or cut expenses.
• Review all contractual services annually and/or as needed to ensure community objectives are met.

Timely and Accurate Communication:

• Ensure all association notices are accurate and distributed in a timely manner.
• Process all electronic, paper, and telephone correspondence and respond to inquiries and requests in a professional and timely manner.
• Create and prepare complete Board of Directors packets, agendas, and management reports.

Other Duties:

• Perform other duties as assigned to support the overall success and well-being of the community.
• Attend all appropriate HOAMCO training classes, meetings, and seminars as requested.

HOAMCO Employees Excel at:

• Consistently projecting a positive image of the company.
• Prioritizing tasks effectively in a fast-paced environment, handling interruptions seamlessly.
• Being strong team players, ready to assist others as needed.
• Demonstrating highly effective interpersonal skills and collaborating well with colleagues.
• Providing exceptional customer service.
• Maintaining an enthusiastic, professional, and positive demeanor.
• Upholding integrity and credibility.

What We Offer:

• Comprehensive benefits package including medical, dental, and vision.
• Wellness program.
• Flexible Spending Accounts.
• Company-matching 401k contributions.
• Paid time off for vacation, holidays, medical, and volunteering.
• Paid parental leave.
• Training and educational assistance.
• Support programs, including Employee Assistance Program and Calm Health.
• Optional benefits including short- and long-term disability, life insurance, and pet insurance.
• Most importantly, a caring team who is dedicated to your success!

Why Join HOAMCO?

Since 1991, HOAMCO (Homeowners Association Management Company) has been a leader in community association management, currently managing over 600 communities across seven states—and we’re still growing! At HOAMCO, we value teamwork, integrity, and exceptional service.