HOA Senior Community Manager (CA)

Job Description Job Description Description: Introduction: Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 35 years. With offices throughout California, Nevada, Arizona, Idaho, and Washington Seabreeze and its family of companies has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity. At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live. Summary: At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. As an engaging, high-energy self-starter, the Senior Community Manager embodies our motto through proactive leadership. With an emphasis on service, a Senior Community Manager is organized and articulate and consistently puts the customer first. By partnering with multiple Boards of Directors, the Senior Community Manager must build longstanding relationships to assist in the development of goals for each Homeowner’s Associations. Then, the Senior Community Manager will support the Boards of Directors in deploying the right strategic plans to meet those goals. All major community projects and issues will be managed by the Senior Community Manager. The Senior Community Manager is a seasoned leader who looks to implement best practices and achieve new levels of personalized services. The Senior Community Manager is equipped with sound industry and comprehensive knowledge of management practices, accounting procedures, personnel practices, Association CC&Rs and Bylaws, inventory and procurement, contract relations, association maintenance and safety practices. This position may include managing several different accounts during attrition, transition and/or account set-up. This position also involves working with various department representatives throughout the company to ensure that all tasks and projects are completed to meet the needs of our clients. Prior management experience as a portfolio manager is required and candidates must hold a CAI® designation or CMCA®/AMS® designations. Essential Duties and Responsibilities: To perform this position 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. Administration: Ensure all Civil Code, State and City statutes and ordinances, and legal document requirements are met such that the Board of Directors and Association remain in compliance. Manage Board of Directors, Committee Members, and Community Member relations. Coordinate, attend and have oversight of all client meetings. Ensure all Civil Code, State and City Statutes and ordinances, and legal document requirements are met such that the Board of Directors and Association remain in compliance. Create agendas for Board and Committee meetings and packets (Board Packets) in accordance with company procedures. Responsible for all Board meeting follow-up, meeting minutes, and correspondence. Assist in the preparation and distribution of information materials regarding the rules and policies of the Association to new owners (which can also be processed during escrow); prepare and distribute revisions and amendments of existing rules and policy to all homeowners. Schedule, coordinate and monitor the activities of each contractor, vendor or service provider who is working in the Association’s common areas and report the progress made to the Board. Devise, prepare and implement a system to receive and respond to homeowner’s maintenance requests. Report, as appropriate, on the status of requests and work in progress to the Board. Make ongoing routine site inspections as per the management contract and provide recommendations to the Board. Meet with homeowners when needed to discuss noncompliance issues and schedule/attend job walkthroughs with vendors. Assist with all aspects related to the IDR and ADR process for compliance measures of the CC&R’s in conjunction with the Association’s attorney. Budgeting: In conjunction with the Board of Directors, Finance Committee, and Management Company, assist with the creation of the Association’s annual operating and reserve budgets. Analyze and research probable operating and reserve increase or decreases for specific expense and income items in the Association’s annual budget. Provide the Board of Directors with written justifications of budgetary increases or decreases to the Association’s annual operating and reserve budgets. Provide the Board of Directors with data and subsequent budgetary trends and historical comparisons in the Association’s annual budget. Review and monitor all Association budget accounts throughout the year to identify and adjust for variances and seasonal changes. Responsible for association fiscal management including financial statement review and comprehension. This may also be conducted in conjunction with the assigned financial representative within the company. Coordinate with the accounting department the preparation of all documents relating to billing, collection, budget, taxes, audit and financial statement preparation. Advise the Board of Directors about the Association’s current budget and report to the Board any deficiency in the budget. Accounting: Monitor and report to the Board homeowner assessment delinquencies and oversee liens, foreclosures and collection efforts made to collect delinquent homeowner assessments. Manage payments and receipts for association. Authorize payment of invoices and report discrepancies to the Board. Manage bid process by obtaining competitive bids for work that exceeds authorized limit and submitting bids to the Board for review and approval. Educate association Board Members on changes to legislation that impacts their association. This may also be conducted with the assistance of the association’s general counsel. Manage all deadlines (internal company deadlines and external account deadlines) and update them on the association’s annual calendar. Manage association insurance coverage and needs, ensuring adequate and consistent coverage. This may also be coordinated with the assigned insurance coordinator within the company. Manage and submit all chargebacks to association(s) monthly for assigned associations. Manage litigation and provide a status report to the Board. This may also be conducted with the association’s general counsel. Manage Association vendors and ensure performance of the scope of work on their contract. Oversee and process homeowner violations. Responsible for all aspects in the coordination of the annual meeting/election process. Responsible for all association files (past and present) in accordance with company standardized hard copy and electronic system. Utilize company support staff in accomplishing daily tasks in efficient and professional manner. Maintain a chronological file of all duly adopted meeting minutes and resolutions of the Association. Maintain a current roster of the names, addresses, and telephone numbers of all unit owners and tenants. Submit for Board ratification all contract obligations. Supervise and train personnel working on the property on behalf of the Association whether employed by the Association or otherwise. Implement Board policy and use good business judgment while enforcing the governing documents. Attend and exhibit leadership at industry functions. Must have reliable transportation, driver’s license and be able to drive to association clients, potential clients, and other meetings as necessary. Manage special projects. Requirements: Knowledge, Skills, and Experience: Minimum of 3+ years of experience in the industry, managing homeowners’ associations, city government, or related experience. 2+ years of supervisory experience across multiple locations; effective in motivating and building strong teams. Excellent customer service and relationship building background/skills. Comprehensive knowledge of management practices, accounting procedures, personnel practices, Association CC&Rs and Bylaws, inventory and procurement, contract relations, association maintenance and safety practices. Demonstrate effective communication skills consisting of oral, written and listening skills with the ability to draft, coordinate and make presentations in a Board meeting setting and a large audience. Collaborative decision-making and problem-solving skills. Strong analytical and creative thinking skills. In-depth experience with project management, budget management and strategic goal development. Excellent, effective, and diplomatic verbal and written communication skills. Customer service driven. Proficient in Microsoft Word, Excel, Outlook and PowerPoint. Ability to read and understand financial statements, budgets and working with numbers and the ability to explain same to a larger audience, particularly the Board of Directors. Ability to draft business correspondence and reports along with responding to inquiries and client concerns effectively and independently. Demonstrate strong organizational skills and time management abilities while working in a fast-paced, multitasking environment. Set and communicate deadlines and follow through on tasks for clients including resident homeowners, committees and boards of directors. Demonstrate integrity and honesty while interacting with clients and team members. Must be able to work independently and in a team environment. Must be able to attend and actively participate at evening meetings as required. Must be able to be on call if needed. Minimum Education: High School Diploma or equivalent required. Bachelor’s degree preferred. CAI® designation or CMCA® and AMS® designations desired. Availability: Regular business hours and must be available for Board meetings after regular business hours, as necessary. License/Permits/Certifications Required: Valid Driver’s License and State mandated vehicle insurance. CAI® preferred. CAI® will be required within one year of employment. Language Skills: The position requires proficiency with US English. The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both orally and in writing. Work Environment: The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact us at View email address on click.appcast.io.