GENERAL MANAGER

Job Description

Job Description

The Management Trust
Position Title: General Manager
Location: San Clemente, CA @ Cyprus Shore
Reporting To: Division Vice President of Community Management
Status: Exempt, Full-Time
Salary: $115,000/Annually DOE

COMPANY PROFILE
The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE
The General Manager is responsible for partnering with the Association Board of Directors (Board) and our Company to fulfill obligations of the management contract in conjunction with the goals and objectives of the Board. Key areas of focus include management and support of the community association (HOA), including daily operations, regular interaction with and support of Board members, homeowners and vendors, meeting attendance, budget preparation, maintenance oversight, compliance, and overall community business management. This is a leadership position that requires a strong commitment to delivering an exceptional customer experience while balancing the needs of many stakeholders.

JOB DUTIES AND RESPONSIBILITIES
Leadership & Day-to-Day Operations
• Manage a luxury oceanfront community onsite and at a Management Trust office as needed, including single-family homes and shared amenities.
• Guide, assist, and recommend courses of action for Board members to conduct Association business using Leadership Management.
• Provide management services in compliance with the terms of the management contract.
• Assist Board members and homeowners with problem resolution on a daily basis and ensure appropriate follow-up.
• Coordinate with the Board annually on strategic planning for the community and take the steps necessary to execute the approved plan.
• Maintain posted resident walk-in hours and coordinate Clubhouse workdays around reserved functions to support resident access while protecting uninterrupted work time.
• Work independently with little oversight and with accountability to executive management for the results achieved.
• Demonstrate a positive attitude and ownership mentality; represent the community at designated meetings and formal functions.
• Perform other duties and special projects as assigned.
Communications & Homeowner Relations
• Communicate in person, by telephone, and via email or text with Board members, homeowners, vendors, and other stakeholders regarding community business in a timely manner.
• Respond to homeowner correspondence in writing in a timely manner and provide consistent follow-up through resolution.
• Prepare and distribute regular e-blasts, newsletters, and community updates, with Board officer review when appropriate, to keep homeowners informed of community status and activities.
• Prepare and send regular Friday status reports to the Board by email.
• Update and maintain the community website, including posting meeting minutes and other approved community information.
• Post and communicate upcoming meeting information, including notices at the guardhouse, and remove outdated notices after meetings.
• Coordinate monthly Rules Committee meetings with Cyprus Shore and Cyprus Cove committee members unless there are no matters requiring review.
Community Relations & Shared Amenities
• Work with neighboring community managers and joint community committees on shared amenities and shared issues, including day-to-day operations, billing discrepancies, and service coordination.
• Document and follow up on agreements with neighboring communities in writing or by email to maintain clear expectations and reduce misunderstandings.
Fiscal Management
• Prepare annual budget draft estimates in alignment with the strategic vision for the community for Board action and approval.
• Review, code, and process invoices, including expenses related to shared communities, in accordance with established approval requirements and timelines.
• Review completed financial statements for accuracy prior to monthly Board distribution and coordinate with the Treasurer in advance of Board meetings.
• Coordinate tax preparation, reserve study updates, and preparation of required documents for the annual audit.
• Prepare and send quarterly billing for shared maintenance costs of shared amenities with the three neighboring communities and follow up on delinquent billings.
• Provide neighboring communities with the forecasted budget for the coming year each December.
Maintenance, Site Operations & Vendor Oversight
• Conduct site reviews and provide oversight of related compliance and maintenance matters through completion.
• At the beginning of each month, review facilities, streets, slopes, home front yards, and community signage for needed maintenance in accordance with the governing documents, and contact residents when owner-responsible repairs or maintenance are needed.
• Review and submit requests for vendor bids and contracted services in accordance with the maintenance plan or as a result of Board action.
• Prepare schedules and establish priorities for routine and special work projects.
• Provide oversight and execution of the maintenance plan, including routine and emergency maintenance.
• Oversee third-party onsite vendors for the Guard Station, landscaping, and general maintenance, and work closely with supervisors and applicable committee members to ensure quality of service.
• Verify completed work prior to payment for services and promptly notify vendor supervisors when work is unsatisfactory.
Meetings & Governance
• Attend Association meetings, including Annual, Architectural, Committee, Membership, Joint Violations, and Board meetings, and provide management updates as needed.
• Prepare Board packets, agendas, calendars, and supporting materials, including financial reports, for scheduled and unscheduled meetings in accordance with Company standards and deliverables.
• Distribute Board meeting materials by the Friday prior to the meeting and provide homeowner meeting notices, including the agenda, financial report attachments, and virtual meeting information, approximately seven days in advance when applicable.
• Prepare detailed meeting minutes that document reports and actions taken; provide draft minutes to the Secretary within three days for review and complete follow-up within Company timelines.
• Maintain current knowledge of the Association governing documents, applicable state statutes, local ordinances, and Company requirements that apply to the community.
Reservations, Access & Security
• Review reservation requests with the Reservations Committee, and the Board when necessary, prior to approval.
• Process Clubhouse, Park, and beach reservations, including applicable fees, forms, and insurance documentation; maintain the community calendar to avoid overbooking and follow community event limits.
• Coordinate Clubhouse cleaning after and after events as needed, address reservation-related infractions with the Reservations Committee and Board when appropriate, and return applicable deposits within the required timeframe.
• Administer annual South Gate key-fob renewals, including required proof of insurance and renewal fees, and notify registered keyholders when gate fobs are reprogrammed.
• Coordinate with Patrol One when necessary; maintain vehicle stickers and golf-cart license plate supplies; and contact service vendors regarding front-gate issues.
Compliance & Violations
• Bring identified violations to the monthly Joint Violations Committee for review and Board action as appropriate.
• Notify Cyprus Shore homeowners of infractions and violations in writing in accordance with the CC&Rs and Management Trust policy and systems.
• Provide oversight of compliance matters through resolution and maintain clear documentation of follow-up.

QUALIFICATIONS
• A combination of a degree in Business Administration or a related field and at least five (5) years of progressively responsible community association management experience. Knowledge of shared-use agreements with neighboring communities is a plus.
• Professional designations are a plus, including CCAM, PCAM, and CMCA.
• Knowledge of accepted management practices and procedures, building and grounds maintenance requirements, personnel development and administration, and budget/finance.
• Knowledge of management contracts, CC&Rs, and other governing documents; ability to maintain current working knowledge of Cyprus Shore governing documents.
• Solid knowledge of Microsoft Outlook, Excel, and Word.
• Strong leadership abilities and comfort with public speaking in small and large groups.
• Strong conflict-resolution, problem-solving, and decision-making skills.
• Ability to meet deadlines, address time-sensitive issues, and manage workflow amid shifting priorities.
• Superior multi-tasking, organization, and attention-to-detail skills.
• Excellent written and verbal communication skills and the ability to provide high-level customer service.
• Must be a collaborative team player with a professional and respectful demeanor with staff, homeowners, vendors, and guests.
• Willingness and ability to learn Company processes, procedures, and proprietary software.
• Adaptable and dependable with a solid attendance record.

SPECIAL POSITION REQUIREMENTS
• Must have reliable transportation for site visits and be available for evening and occasional weekend meetings.
• Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy.
• Must be able to drive after dark when required.

ESSENTIAL FUNCTIONS
• Use standard office equipment, including computer, phone, copier/scanner, and related equipment.
• Be stationary for periods of time.
• Relocate up to twenty-five (25) pounds.
• Travel to and from offsite locations.

SCHEDULE & TRAVEL
• Monday-Friday, approximately 8:30 a.m.-5:00 p.m., subject to community and business needs.
• The role may require up to two days per week of offsite work at a Management Trust office when the Clubhouse is occupied for an event or when business needs require.
• This position may require occasional long hours, including evenings, weekends, and holidays, to meet business needs.

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.