Community Association Manager

Job Description

Job Description

As an Association Manager, your primary responsibility is to oversee the day-to-day operations and management of the common areas of multiple Homeowner Associations (HOA) and or Condominium Communities. Your duties encompass a wide range of tasks to ensure the smooth functioning and upkeep of the communities, while fostering positive relationships with homeowners, residents and board members. Management of an Association is occurring most of the time at the 20,000-foot level, (this differs greatly compared to a Property Manager) and requires a manager to have the ability to discern when a deep dive on a particular matter for the client (The Association), is needed.

Excellent time management skills, a high level of, and sense of customer service involving exceptional response times, (with both internal and external customers) as well as a habit and practice of proactively solving problems, are all key characteristics of an awesome Association Manager. A Real Estate 2010 uS6"• Telephf"e:

Key responsibilities include:

1. Administrative Management-

*Managing administrative tasks such as maintaining records, preparing budgets, reviewing and processing invoices, organizing meetings, and obtaining proposals.

* Utilizing our standard filing procedures for electronic documents. Refer to our filing guidelines document. Filing is a VERY important task for our management teams. Being able to find the document you are looking for without opening up the attachment is an imperative time saver. Examples: "01-22-24 BOR MIN APVD" or "Draft". Note that there are two numbers in the date. This ensures that the documents are filed in order. Property abbreviation is important as well. Bids would be saved by Vendor Name first- what it is- and the date received: "Maintco Bid- D23 Water Leak- 02-01-23". All attachments received via email should be saved (filed) right away for quicker access. You are able to email your administrative assistant email attachments to file.

*Ensure that the Associations insurance is renewed timely and being aware of their deductibles. Notifying owners when that information changes.

*Ensure compliance with the Association Rules and Regulations, Understanding their Governing Documents, Declarations and Bylaws, and provide guidance to homeowners on adherence to those rules. (Your Administrative Assistant will prepare the notices at your request and you will proof before sending.)

*It is expected that both managers and the assistant would be updating the Property Information Sheets (PIS) as information is gathered or when things change, to help ensure we have details for a community available in the event that we cannot access the server. It is highly recommended that each manager has printed copies of these Pl sheets on hand in the event of a power outage or other emergency.

2. Financial Management-

*Develop and manage budgets using the SUHRCO approved templates in most cases. Drafts will be reviewed by the Director for initial review prior to delivering a draft to the Board. It is recommended that this process is started in July. Deadline to approve and ratify budgets is December 5th

*Oversee financial transactions. (AP and AR) Review accounts payable and accounts receivable reports when prompted by the accounting team. (Caliber). Check invoices for proper coding before approving, based on their budget.

*Coordinating reserves transfers when needed. (Email to the board, requiring two approvals from signers, stating the specific amount that is being approved. Request that the board 'replies all" (You would also attach the invoice.) Once approvals are received on one chain, this is forwarded to the accounting team.

*Monitor financial performance, analyze variances, and provide regular financial reports to the Board of Directors. (The assistant will deliver and post financials for HO and BOD access after the manager has reviewed and approved.)

*Prepare check requests for board member reimbursements, project deposits, etc.

*Review invoices prepared by the administrative assistant, as directed by the manager and or accounting team, to "bill back" for owner responsible expenses.

*Review and update resale certificates on (Accounting reviews first then will prompt the manager for the final review.) The manager and the assistant are responsible for ensuring that documents are uploaded as they are approved. This would include things such as board approved minutes, financial reports, insurance certificates (COI), Audits, etc.

*If you have onsite staff, reviewing time cards in ADP and approving PTO requests.

3. Maintenance and Repairs-

*An Association Manager is on call for after-hours emergencies for their own communities. Owners are directed to call the main office line and follow prompts to reach the answering service. The service will then reach out to the assigned manager if it is indeed a true emergency (Fire, Flood, Blood.)

*Coordinate and oversee maintenance, repairs, and Reserve projects within the property, once approved by the board.

* Weekly review and updating work orders in MGC.

*The Association Manager will obtain bids after confirming with the board the scope of work being requested. As a manager, it may be necessary to meet a vendor onsite, which may be a billable additional management charge to the association. The board must be informed of any additional fees 4 prior to performing additional services. Recommend engaging third party project management for projects exceeding 10% of their annual assessment as a best practice.

*The Association Manager is responsible for understanding and referring to the Governing Documents, when necessary. This includes, but is not limited, to understanding responsibilities within the community, relative to insurance, maintenance and vendor management.

4. Communication and Customer Service-

*You and your administrative assistant serve as the primary point of contact for homeowners, addressing inquiries, concerns, and requests promptly and professionally. It is recommended that your assistant is copied on all communications, in the event you are not readily available. We work as a team to help ensure timely completion of tasks and respond to inquiries. This also allows the assistant to be at least familiar with the goings-on in their communities, so they have familiarity when they take those calls.

*SUHRCO's expectation is to reply to inquiries within 24 hours and /or the end of the next business day.

*Transparency of association documents is a number one priority. We accomplish that by updating the document library regularly on MGC and steering owners to that portal to access association documents. Utilize the email broadcast function, work order tracking, calendar of community events. Etc.

*Facilitate effective communication between the Board of Directors, homeowners, and external/internal customers.

5. Board Meeting Preparation-

Plan and prepare for board meetings at least a week in advance.

Set up the Zoom details if applicable. Assist with Agenda preparation Weekly

Update to Action Items Reports, uploaded for board access.

Assist with tracking Actions without a Meeting (AWM) for the board to include in their next meeting minutes. Review and assist with Minutes preparation, approvals, and distribution.

6. Compliance and Legal Matters-

*Stay updated on local laws, regulations, and Association governing documents to ensure compliance. *Address violations, enforce rules, and handle disputes or conflicts within the community. Advise the use of legal counsel when there is any gray area or something is being disputed.

7. Community Engagement-

*Assist in fostering a sense of community by helping the board and or committees communicate with all owners as they organizing events, activities, and social gatherings.

*Collaborate with residents to address community needs and enhance resident satisfaction.

8. Risk Management-

*Identify potential risks and liabilities within the property and implement measures to mitigate them. SUHRCO's expectation is that an Association Manager is performing an in- 6 person site visit (with or without the Board) at least quarterly as a minimum. Your site visit report would be provided to the board ahead of the board meeting. *Ensure the property is adequately insured and address safety concerns promptly.

9. Strategic Planning-

* Collaborate with the Board of Directors to develop long- term strategies and goals for the property.

*Propose initiatives to enhance property value, improve amenities, and enhance the overall quality of life for residents. This involves ensuring that their reserve studies are completed annually, in time for use while budget planning for the next year. The Association Manager is expected to review these in detail and be aware of upcoming projects and be prepared to make recommendations to the board on what projects they might focus on the following year.

Preferred Qualifications —

*Previous experience in Association Management.

* Strong knowledge of Management principles, financial management, and legal regulations.

*Excellent communication, customer service experience, negotiation, and conflict resolution skills.

*Proficiency in software platforms for Association Management and use of MS Office, including Excel. Ability to quickly pick up use Of platforms that may be new to a manager. (Caliber, MGC, and Homewisedocs.com are currently in use at SUHRCO).

*Ability to multitask, prioritize, and work independently with minimal supervision. *Certification in Community Association Management (CMCA@) is encouraged