HOA Association Manager

Job Summary

The Association Manager is responsible for the overall management and administration of the West Tapps Maintenance Company (WTMC) homeowners’ association. This role involves overseeing day-to-day operations, implementing board policies, managing budgets, managing vendor relationships, supervising HOA staff, ensuring compliance with governing documents and ensuring a high standard of living for community residents. The Association Manager acts as a liaison between the board of directors, homeowners, and vendors, promoting communication and transparency.

Key Responsibilities of this Role

Operational Management:

• Oversee daily operations of the HOA, including maintenance of common areas, amenities, and all facilities.
• Coordinate and supervise the work of maintenance staff and contractors.
• Ensure compliance with community rules, regulations, and governing documents.
• Manage office staff, maintenance staff and seasonal park attendants.

Board Support:

• Assist the board in documenting and implementing policies, procedures, and guidelines to maintain compliance and mitigate risk.
• Assist the Board in documenting and establishing strategic goals for the association.
• Prepare meeting agendas, reports, and minutes for Board meetings.
• Provide recommendations to the Board regarding improvements and initiatives.
• Assist with defining scope of projects.

Property Management:

• Oversee the maintenance and upkeep of common areas, amenities, and facilities.
• Conduct regular inspections of the property to identify maintenance needs and compliance issues; coordinate appropriate repairs.
• Develop and implement preventative maintenance programs to protect and enhance the value of community assets.

Financial Management:

• Develop and manage the annual budget in conjunction with the Budget Committee, ensuring fiscal responsibility and transparency.
• Prepare and monitor financial reports and provide updates to the Board on a monthly or other reoccurring basis as assigned.
• Manage assessments, accounts receivable and collection processes, ensuring timely and accurate billing, collection, and record-keeping throughout the year.

Vendor Management:

• Source and manage relationships with service providers, including landscapers, maintenance crews, and contractors.
• Monitor vendor performance to ensure quality of service and compliance with contracts.
• Negotiate contracts with service providers and vendors.
• Obtain bids.

Compliance and Enforcement:

• Ensure adherence to community rules and regulations and assist in the enforcement of governing documents.
• Address violations with homeowners in a fair and consistent manner.
• Ensure compliance with local, state, and federal laws affecting the community.
• Maintain and update community governing documents as necessary.
• Coordinate with legal counsel as directed by the president as necessary to address legal issues, disputes, or violations within the community.
• Evaluate architectural requests. Approve those that meet CCRs and deny or refer others for variances.

Communication:

• Communicate effectively with residents through newsletters, meetings, and other channels.
• Utilize digital platforms and social media to promote community engagement and information sharing.
• Serve as the primary point of contact for homeowners, addressing concerns and inquiries promptly and professionally.

Qualifications

Education: Bachelor’s degree in Business Administration, Public Administration, or a related field preferred.

Experience: 5+ years of experience in community management or property management or related.

Certifications: Certification from the Community Association Institute (CAI) or equivalent is preferred.

Skills:

• Strong interpersonal and communication skills.
• Excellent organizational and multitasking abilities.
• Proficiency in financial management and budgeting.
• Technical Skills Required: Expertise with Microsoft Office Suite, QuickBooks and other cloud-based tools. Familiarity with property management software preferred.
• Ability to define and document processes to create and explain SOPs.

· Strong problem-solving and decision-making abilities.

• Strong understanding of HOA regulations and best practices.
• Employee Supervision.

Work Environment

• This position may require occasional evening and weekend work for urgent issues, meetings and events.
• Ability to work outdoors and inspect property conditions as needed.
• This is a full-time job with Monday-Friday office hours.

Application Process

Interested candidates should submit a resume, references and cover letter to [email protected]. Applicants must possess a valid driver license, be able to pass background and driving record checks.

As the Association Manager of the West Tapps Maintenance Company, you can contribute to the growth and prosperity of a thriving community. Your expertise and dedication help ensure that the community remains a desirable place to live and that residents enjoy a high quality of life. The West Tapps Maintenance Company is an Equal Opportunity Employer.