Community Association Manager

Job Description

Job Description:\n\nJob Summary Stonegate Park Guell Condominium Association is seeking a professional, organized, and dependable Community Association Manager to help oversee the daily operations of our residential condominium community. The ideal candidate will be responsible for maintaining the community's appearance, supporting residents, coordinating maintenance services, communicating with vendors, assisting with budgets, and ensuring that the property operates smoothly and efficiently. The Community Association Manager will serve as a key point of contact between residents, the Board of Directors, contractors, vendors, and other service providers. This position requires strong communication skills, good organizational abilities, attention to detail, and a commitment to providing excellent customer service. The successful candidate will help maintain a safe, attractive, well-organized, and welcoming community while ensuring that association policies, procedures, and governing documents are followed. This is an excellent opportunity for a motivated individual who enjoys working with people, solving problems, coordinating property services, and helping maintain a high standard of residential community living. Key Duties and Responsibilities 1. Daily Community OperationsOversee and coordinate the day-to-day operations of the condominium community.Conduct regular property inspections to identify maintenance needs, safety concerns, and areas requiring attention.Monitor the condition of common areas, landscaping, walkways, parking areas, amenities, and other shared facilities.Follow up on maintenance requests and ensure that issues are addressed in a timely manner.Help maintain a clean, attractive, organized, and welcoming environment for residents and visitors.Identify operational problems and recommend practical solutions.Maintain accurate records of inspections, maintenance activities, and completed work.Coordinate with the appropriate service providers to keep the community operating efficiently. 2. Resident Relations and Customer ServiceServe as a primary point of contact for resident questions, concerns, and service requests.Respond to resident inquiries professionally, courteously, and within a reasonable timeframe.Listen to resident concerns and work toward fair, practical solutions.Communicate important community updates, maintenance schedules, and notices.Assist residents in understanding community policies, procedures, and applicable rules.Maintain positive relationships with homeowners, residents, board members, and other stakeholders.Document complaints and follow up to ensure that concerns are handled appropriately.Handle sensitive information and resident matters with professionalism and discretion. 3. Maintenance and RepairsCoordinate routine maintenance, repairs, and preventive maintenance throughout the community.Receive and track maintenance requests from residents, board members, and property inspections.Contact qualified contractors and service providers when repairs or specialized work are required.Monitor work orders and follow up to confirm that assigned work has been completed satisfactorily.Help identify recurring maintenance problems and recommend long-term solutions.Coordinate maintenance schedules to reduce inconvenience to residents.Report urgent maintenance concerns, property damage, and potential safety hazards promptly.Maintain records of repairs, contractor visits, service requests, and maintenance expenses.Ensure that repair and maintenance work is authorized according to association policies and approved budgets. 4. Vendor and Contractor ManagementCoordinate services provided by landscaping companies, cleaning contractors, maintenance vendors, and other service providers.Request estimates and proposals for approved projects and services.Compare vendor proposals based on cost, service quality, experience, and project requirements.Schedule vendor visits and coordinate access to common areas when necessary.Monitor vendor performance and communicate concerns about incomplete or unsatisfactory work.Maintain current vendor contact information, contracts, insurance documentation, and service records as required.Help ensure that vendors follow applicable safety procedures and community requirements.Bring contract renewals, service issues, and significant cost changes to the appropriate decision-makers.Obtain the necessary approvals before authorizing work or committing association funds. 5. Board of Directors SupportWork closely with the Board of Directors to support the association's goals and daily operations.Prepare operational updates, inspection reports, maintenance summaries, and other requested information.Help identify community priorities and recommend improvements.Assist with preparing meeting agendas, supporting documents, and follow-up action items.Attend board meetings as required and provide updates on projects, vendors, resident concerns, and operational issues.Track decisions made by the board and coordinate follow-up on approved actions.Provide accurate information to support informed decision-making.Help ensure that board directives are communicated and implemented appropriately.Maintain professional relationships with board members while respecting their authority and responsibilities. 6. Budget and Expense MonitoringAssist with monitoring operating expenses and maintenance costs.Track invoices, purchase orders, work orders, and vendor charges.Help ensure that expenses are submitted for review and approval according to association procedures.Identify opportunities to improve efficiency and control unnecessary costs.Assist with collecting estimates for planned repairs, maintenance projects, and community improvements.Provide information needed for budget preparation and financial planning.Maintain organized records of operational expenses and service contracts.Notify the appropriate board representative or supervisor of unexpected expenses or potential budget concerns.Support financial recordkeeping and reporting as assigned. Note: Financial responsibilities should be limited to the authority and duties assigned by the association or its designated management company. 7. Community Rules and ComplianceHelp communicate the association's rules, regulations, policies, and procedures to residents.Assist with monitoring compliance with applicable community requirements.Document reported violations and observations accurately and objectively.Send notices or coordinate follow-up actions when authorized by the board or management.Maintain records of complaints, notices, responses, and resolution steps.Apply community procedures consistently and professionally.Refer disputes, legal questions, and complex enforcement matters to the appropriate board representative, management supervisor, or legal professional.Help maintain compliance with applicable laws, governing documents, and approved association policies.Protect confidential association records and resident information. 8. Property Inspections and SafetyConduct scheduled inspections of common areas and shared facilities.Identify trip hazards, damaged property, lighting problems, water leaks, and other maintenance or safety concerns.Report urgent hazards promptly and coordinate appropriate corrective action.Monitor the condition of signs, walkways, parking areas, fences, landscaping, and other shared property features.Assist with coordinating preventive maintenance and seasonal property inspections.Maintain inspection checklists and document findings.Help coordinate responses to property damage, severe weather, and other unexpected incidents.Follow established emergency procedures and notify appropriate personnel when necessary.Never perform specialized or hazardous repairs unless properly qualified and authorized. 9. Administrative Duties and RecordkeepingMaintain organized electronic and paper records related to community operations.Track resident requests, maintenance issues, vendor assignments, and outstanding tasks.Prepare routine correspondence, notices, reports, and other administrative documents.Maintain calendars for inspections, meetings, maintenance schedules, and contract renewals.Update vendor contact lists and service records.Help organize association documents and maintain accurate files.Use email, spreadsheets, property management software, and other office tools to complete assigned work.Protect confidential information and follow applicable record-retention procedures.Provide timely updates to supervisors and board members regarding open issues. 10. Community Projects and ImprovementsAssist with planning and coordinating approved community improvement projects.Help gather contractor estimates and compare project proposals.Coordinate project schedules, vendor access, and resident communications.Monitor progress and report delays, cost changes, or unexpected issues.Keep records of project approvals, expenses, and completion details.Help identify opportunities to improve the appearance, functionality, and long-term condition of the community.Coordinate follow-up inspections and report any incomplete work.Ensure that projects are handled according to approved budgets, contracts, and association procedures. 11. Communication and Professional ConductCommunicate clearly and professionally with residents, vendors, contractors, board members, and colleagues.Maintain a calm, respectful approach when addressing complaints or disagreements.Use good judgment when handling confidential, sensitive, or time-critical matters.Provide timely updates about work in progress and outstanding concerns.Follow established reporting procedures and management guidelines.Demonstrate reliability, accountability, and a customer-focused attitude.Represent Stonegate Park Guell Condominium Association professionally in all work-related interactions. Qualifications and Requirements Required QualificationsStrong verbal and written communication skills.Excellent organizational and time-management abilities.Ability to manage multiple tasks and prioritize competing responsibilities.Strong customer service and problem-solving skills.Ability to communicate professionally with residents, vendors, and board members.Basic computer skills, including email, document preparation, and spreadsheets.Ability to maintain accurate records and follow established procedures.Sound judgment, attention to detail, and a dependable work ethic.Ability to work independently while coordinating with a team.Commitment to professionalism, confidentiality, and fair treatment of residents. Preferred QualificationsPrevious experience in community association management, condominium management, HOA management, residential property management, or facilities management.Experience coordinating maintenance requests and contractor services.Familiarity with community association governing documents and board operations.Experience preparing reports, tracking expenses, and maintaining property records.Familiarity with property management software and work-order systems.Experience handling resident complaints and resolving service issues.Knowledge of preventive maintenance, vendor contracts, and property inspections.Relevant community association management training or professional certification. Candidates with transferable experience in customer service, facilities coordination, office administration, residential maintenance coordination, or operations management are encouraged to apply. Skills That Will Help You SucceedCustomer service and relationship management.Organization and attention to detail.Scheduling and project coordination.Written and verbal communication.Problem-solving and conflict resolution.Vendor coordination and follow-up.Time management and task prioritization.Basic budgeting and expense tracking.Computer literacy and recordkeeping.Professionalism, reliability, and accountability. Work Environment and Physical Requirements This position involves a combination of office-based administrative work and periodic inspections of the residential community. The employee may be required to walk through common areas, inspect outdoor facilities, attend meetings, communicate with vendors, and visit different areas of the property. The role may involve occasional outdoor work in varying weather conditions. Reasonable accommodations will be considered for qualified individuals with disabilities in accordance with applicable law. Work Schedule This position is expected to be full-time, with the regular schedule established by the association or its designated management company. Occasional evening board meetings, scheduled community events, or urgent operational matters may require flexibility outside normal business hours. Any on-call responsibilities, overtime arrangements, and after-hours expectations should be defined by the employer. Compensation and Benefits Compensation will be based on experience, qualifications, responsibilities, and the approved employment budget. The employer may offer benefits such as:Paid time off.Paid holidays.Health, dental, and vision insurance, if offered.Retirement savings options, if offered.Professional development and relevant training.Opportunities for career advancement. Actual compensation and benefits will be confirmed during the hiring process. Only benefits provided by the employer should be included in the final posting. What We Are Looking For We are looking for someone who takes pride in maintaining a residential community, enjoys helping people, and understands the importance of reliable service and effective communication. The ideal candidate is proactive, organized, approachable, and comfortable coordinating maintenance activities, following up with contractors, documenting concerns, and supporting board decisions. The candidate should be able to identify problems early, communicate clearly, and help ensure that resident concerns and operational priorities receive appropriate attention. Previous community association management experience is valuable, but candidates with strong transferable skills and a willingness to learn may also be considered. Why Join Stonegate Park Guell Condominium Association? This role offers an opportunity to make a meaningful contribution to the daily quality of life of a residential community. The Community Association Manager helps maintain shared property, support residents, coordinate important services, and contribute to the long-term success of the association. A successful candidate will have the opportunity to use organizational, communication, and leadership skills while building professional relationships with residents, board members, contractors, and service providers. Equal Employment Opportunity Stonegate Park Guell Condominium Association is committed to fair and consistent hiring practices. Employment decisions will be made based on relevant qualifications, experience, job-related skill