Community Manager

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

The Community Manager serves as the primary day-to-day manager for a large-scale master-planned waterfront community and is responsible for homeowner relations, architectural administration, compliance enforcement, vendor coordination, committee support, and operational oversight. The Community Manager serves as the primary liaison between homeowners, vendors, committees, and the Association and is responsible for ensuring the efficient administration of community operations and Board-directed initiatives.

The Community Manager works under the direct supervision of the General Manager and is expected to work closely and collaboratively with the General Manager in the administration of the Association. While the Community Manager is responsible for independently managing routine operational matters, all significant decisions, policy matters, legal issues, personnel matters, contract matters, budgetary concerns, and major capital improvement projects shall be coordinated with and reported to the General Manager. The Community Manager shall provide regular status updates and seek direction from the General Manager as necessary to ensure consistency in operations and execution of Board objectives.

Essential Duties and Responsibilities

Homeowner Relations

• Respond to homeowner inquiries, complaints, and service requests in a professional and timely manner.
• Meet with homeowners regarding community concerns, maintenance issues, violations, architectural matters, and operational issues.
• Follow up on homeowner requests and open work orders.
• Serve as the primary day-to-day point of contact for residents.
• Maintain positive homeowner relations and provide exceptional customer service.
• Resolve homeowner concerns and escalate matters to the General Manager as appropriate.

Compliance & Community Inspections

• Conduct routine community inspections and document findings.
• Prepare and issue violation correspondence.
• Track compliance deadlines, hearings, and enforcement actions.
• Follow up on enforcement matters and monitor corrective actions.
• Maintain compliance logs and inspection records.
• Prepare reports regarding community compliance matters.
• Coordinate hearing preparation and homeowner communications related to enforcement matters.

Architectural Review Administration

• Review Architectural Review Committee (ARC) applications for completeness.
• Coordinate ARC meetings and prepare meeting materials and packets.
• Prepare ARC reports and recommendations.
• Follow up with applicants regarding missing information and application requirements.
• Maintain ARC records, approvals, variances, and correspondence.
• Assist homeowners throughout the architectural review process.
• Coordinate implementation and communication of ARC decisions.

Vendor & Maintenance Management

• Coordinate vendors, contractors, consultants, and service providers.
• Obtain bids and proposals for Board consideration.
• Schedule repairs, maintenance activities, inspections, and project meetings.
• Follow up on open work orders and project status.
• Verify completion of contracted work and prepare status reports.
• Meet vendors on-site and conduct project inspections as necessary.
• Monitor contractor performance and vendor compliance requirements.
• Review bids and proposals for completeness and conformity with Association requirements.
• Assist in administering Association contracts and monitor vendor performance, compliance, and deliverables.
• Coordinate routine maintenance programs and vendor scheduling.

Board & Committee Support

• Prepare Board and Committee meeting packets.
• Draft agendas, manager reports, correspondence, action item lists, and meeting materials.
• Attend Board and Committee meetings as assigned.
• Serve as the primary management representative at Board and Committee meetings and provide professional recommendations regarding operational matters.
• Follow up on Board and Committee directives.
• Coordinate meeting logistics and maintain meeting records.
• Assist with annual meetings, elections, membership communications, and other Association functions.
• Maintain action item tracking logs and ensure timely completion of assignments.

Administrative Operations

• Manage homeowner, Board, Committee, and vendor correspondence.
• Maintain Association records, databases, and files.
• Maintain homeowner ownership and resident information.
• Track contracts, insurance certificates, and vendor compliance documentation.
• Process routine approvals, requests, and administrative matters.
• Assist with office operations and workflow management.
• Prepare notices, mailings, newsletters, e-blasts, and community communications.
• Maintain electronic and hard-copy Association records in accordance with company policies.

Financial & Operational Support

• Assist the General Manager with budget implementation, legal coordination, and execution of Board-approved policies, projects, and initiatives.
• Review invoices for accuracy, completeness, and contract compliance.
• Assist with vendor contract administration and procurement processes.
• Monitor operational projects and provide status updates.
• Coordinate information and reports necessary for Board review and decision-making.
• Assist with preparation of annual budgets and reserve planning information as requested.
• Maintain regular communication with the General Manager regarding community operations, homeowner concerns, vendor performance, project status, compliance matters, and emerging issues requiring management attention.
• Consult with and obtain direction from the General Manager on matters involving legal issues, significant homeowner disputes, contract interpretation, budget impacts, policy matters, and operational decisions that may materially affect the Association.

Operational Leadership

• Independently manage operational matters and routine decision-making within the scope of authority established by the General Manager.
• Coordinate and monitor the implementation of Board-approved projects and committee assignments.
• Exercise sound judgment in resolving community issues and operational challenges.
• Respond to and coordinate property-threatening emergencies, contractor response, and homeowner communications as necessary.
• Work closely with the General Manager to implement Board directives, operational priorities, and strategic initiatives.
• Keep the General Manager informed of significant operational issues, resident concerns, vendor performance issues, project developments, and matters requiring management review or Board consideration.
• Ensure that all major decisions, recommendations, and actions with potential financial, legal, operational, or reputational impact are reviewed and coordinated with the General Manager prior to implementation.
• Collaborate with the General Manager in developing solutions to operational challenges and recommendations for Board consideration.
• Escalate significant legal matters, major capital projects, personnel issues, safety concerns, and strategic decisions to the General Manager for review and direction.
• Support the General Manager in achieving the Association's operational goals and objectives.

Knowledge, Skills and Experience

• Minimum of three (3) years of HOA Community Management experience.
• Experience managing large-scale communities with multiple committees, extensive vendor coordination, architectural review processes, compliance administration, and capital improvement projects preferred.
• Strong knowledge of the Davis-Stirling Act and California HOA governance.
• Experience with ARC administration, compliance enforcement, homeowner relations, and Board support.
• Strong project management, organizational, and follow-up skills.
• Excellent verbal and written communication skills.
• Strong professional writing skills with the ability to prepare Board reports, homeowner correspondence, violation notices, meeting minutes, and project updates.
• Ability to effectively manage multiple priorities and deadlines.
• Strong customer service and conflict resolution skills.
• Ability to exercise sound judgment and make independent decisions within established authority.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and property management software.
• Ability to work independently while maintaining close coordination and communication with the General Manager.
• Professional demeanor, appearance, and business etiquette.

Licenses & Certifications

• CMCA designation required.
• AMS designation preferred.
• CCAM designation desirable.
• Valid California Driver's License and proof of automobile insurance.

Availability

Regular business hours and attendance at Board meetings, Committee meetings, hearings, annual meetings, inspections, and occasional evening or weekend Association events as required.

Physical Requirements

Must be able to conduct community inspections, walk the property, climb stairs, attend meetings, meet with vendors and homeowners, and perform the duties of the position in both office and field environments.

Position Objective

The Community Manager is responsible for the day-to-day administration, operation, and management of the Association and serves as the primary operational manager for the community. The position is intended to assume responsibility for routine community management functions, including homeowner relations, compliance administration, architectural review coordination, vendor management, Board support, and operational oversight, allowing the General Manager to focus on strategic planning, major capital improvement projects, legal matters, financial oversight, personnel management, and long-term community initiatives. The Community Manager is expected to work in close partnership with the General Manager and maintain regular communication to ensure consistency in operations, execution of Board directives, and achievement of the Association's goals and objectives.

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 People Strategy & Operations Team at View email address on ziprecruiter.com.