Community Manager

Accentuate Staffing is currently recruiting for a Community Manager to work for an established Homeowner’s Association management company in Apex. The HOA Community Manager is responsible for the day-to-day management and administration of one or more homeowners’ associations (HOAs). This role serves as the primary liaison between the Board of Directors, homeowners, contractors, and vendors to ensure the community is professionally managed, well-maintained, and operating in compliance with governing documents and applicable laws.

The ideal candidate is highly organized, customer-service focused, and experienced in community association management, vendor coordination, budgeting, and board relations.

Responsibilities:

Board & Governance Support

• Serve as the primary point of contact for the Board of Directors.
• Coordinate, prepare for, and attend regularly scheduled and special Board meetings.
• Prepare and distribute meeting agendas, board packets, notices, minutes, and annual meeting materials.
• Communicate important operational matters and recommendations to the Board.
• Support Board committees as requested.
• Obtain vendor proposals and competitive bids for projects as directed by the Board.
• Assist the Board in interpreting governing documents, including Articles of Incorporation, Bylaws, Covenants, Conditions & Restrictions (CC&Rs), and Rules & Regulations.
• Recommend legal counsel when appropriate for matters requiring legal interpretation.
• Collaborate with the Board to establish community maintenance standards and policies.

Community Maintenance & Vendor Management

• Conduct routine community inspections (minimum twice monthly) to identify maintenance concerns and covenant compliance issues.
• Perform inspections with Board representation when required.
• Coordinate maintenance projects and repairs with contractors and vendors.
• Monitor contractor performance and inspect completed work prior to invoice approval.
• Recommend preventative maintenance programs to preserve community assets.
• Enforce community governing documents, architectural standards, and rules at the direction of the Board.
• Develop scopes of work and solicit proposals for maintenance, landscaping, pool, clubhouse, common area improvements, and capital projects.
• Maintain vendor relationships and ensure quality service delivery.

Community Administration

• Prepare and distribute communications to homeowners and residents with Board approval.
• Draft correspondence with homeowners, contractors, government agencies, attorneys, and other stakeholders.
• Maintain organized association records, including:
  • Meeting minutes
  • Governing documents
  • Contracts
  • Insurance policies
  • Financial records
  • Work orders
  • Architectural Review Committee (ARC) requests
  • Correspondence
• Track homeowner inquiries, complaints, maintenance requests, and resolutions.
• Maintain accurate work order logs and project documentation.
• Foster positive relationships with homeowners while providing exceptional customer service.

Financial Administration

• Partner with the Board Treasurer and accounting team regarding:
  • Annual budgets
  • Monthly financial reporting
  • Assessment collections
  • Accounts payable
  • Bank deposits
  • Reserve funding
  • Investment accounts
• Review vendor invoices for accuracy prior to Board approval.
• Assist with annual audits and bank reconciliations.
• Support reserve study planning and long-term capital reserve funding.
• Ensure expenditures remain within Board-approved budgets and management authority limits.

Insurance Administration

• Coordinate procurement and renewal of community insurance policies as approved by the Board.
• Maintain required insurance coverage in accordance with governing documents and applicable regulations.
• Assist with determining replacement values and insurance requirements.
• Coordinate and process insurance claims for association property.

Technology & Records Management

• Maintain homeowner databases and membership records.
• Ensure association records are maintained in compliance with governing documents and applicable state laws.
• Coordinate online access to governing documents, forms, newsletters, and community information through the association website or resident portal.
• Maintain electronic records and support digital document management initiatives.

Requirements:

• 3+ years of HOA, condominium, community association, or property management experience.
• Strong knowledge of HOA governing documents, community operations, and board governance.
• Experience coordinating vendors, maintenance projects, and contractor bids.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple priorities while maintaining exceptional customer service.
• Valid driver’s license and reliable transportation for community inspections.