Community Association Manager (HOA)

JOB DESCRIPTION

HOA Manager

POSITION

HOA Manager

COMPANY

PMI Aspire

DEPARTMENT

HOA Operations

REPORTS TO

Chief Operating Officer

COMPENSATION/SALARY

$75,000 to $90,000 per year, depending on experience and qualifications.

POSITION SUMMARY

The HOA Manager is responsible for the professional management and operational oversight of homeowner associations and community associations managed by PMI Aspire. This role serves as the primary liaison between Boards of Directors, homeowners, vendors, and internal teams. The HOA Manager ensures communities are maintained in accordance with governing documents, budgets, operational standards, and company expectations while delivering exceptional customer service and supporting long-term asset preservation.

KEY RESPONSIBILITIES

▪ Manage day-to-day operations of assigned HOA and community associations.

▪ Serve as the primary point of contact for Board members, homeowners, vendors, and internal staff.

▪ Coordinate maintenance and repair requests, determine Association responsibility, and ensure timely completion of work, closing the loop with the requester once work is complete.

▪ Conduct regular property walkthroughs and inspections to identify maintenance concerns, compliance violations, and vendor performance issues.

▪ Manage vendor relationships, obtain competitive bids, review scopes of work, and prepare proposal comparisons for Board review.

▪ Delegate work to vendors and internal team members with clear scopes, deadlines, and expectations; monitor progress and hold vendors accountable to agreed timelines and quality standards.

▪ Coordinate and oversee larger-scale community improvement projects including landscaping, concrete, painting, roofing, and capital improvement projects.

▪ Maintain an organized tracking system for all open work orders, projects, and Board action items, and provide Boards with proactive status updates on open projects (at least weekly during active projects).

▪ Prepare Board meeting agendas, management reports, financial summaries, and Board packets.

▪ Attend and facilitate Board meetings, annual meetings, and other association meetings as required.

▪ Support covenant enforcement processes through documentation, communication, and coordination with internal teams and legal counsel when necessary.

▪ Review association budgets, reserve studies, and financial reports to identify community needs and future projects.

▪ Respond to homeowner and Board inquiries professionally, acknowledging every inquiry within one business day and keeping the inquirer informed until the matter is resolved.

▪ Coordinate emergency response situations, including after-hours community emergencies when necessary.

▪ Maintain accurate association records, vendor files, meeting notes, and compliance documentation.

▪ Support operational transitions and assist with implementing company processes, systems, and service standards.

▪ Ensure compliance with governing documents, Colorado HOA laws, Fair Housing regulations, and company policies.

QUALIFICATIONS

▪ Previous HOA, property management, multifamily, or community association management experience preferred.

▪ Strong written and verbal communication skills, including clear, professional email, reports, and Board materials.

▪ Demonstrated follow-through and accountability, with a track record of closing out commitments on time.

▪ Strong organizational, project management, and problem-solving skills, with a consistent system for tracking priorities, deadlines, and open items.

▪ Ability to manage multiple priorities, communities, and deadlines simultaneously.

▪ Experience coordinating vendors, maintenance projects, and community operations.

▪ Professional demeanor with strong customer service and conflict resolution abilities.

▪ Working knowledge of HOA governing documents, budgeting, and Board meeting procedures preferred.

▪ Proficiency in Microsoft Office, property management software, and digital communication platforms.

▪ Ability to conduct property inspections and travel between community locations.

▪ Valid driver's license and reliable transportation required.

PREFERRED SKILLS & ATTRIBUTES

▪ Leadership and relationship-building abilities.

▪ Strong attention to detail.

▪ Ability to remain calm and professional in high-pressure or emergency situations.

▪ Financial awareness and understanding of HOA budgeting principles.

▪ Ability to work independently while collaborating with cross-functional teams.

▪ Commitment to professionalism, accountability, and operational excellence.

WORK ENVIRONMENT & SCHEDULE

This position requires a combination of office work, field inspections, Board meetings, vendor coordination, and occasional after-hours emergency response. Evening Board meetings and periodic weekend responsibilities may be required based on community needs.

ACKNOWLEDGMENT

• This job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.