THE ASSOCIATION GENERAL MANAGER OPPORTUNITY AT ASHBURN VILLAGE
Ashburn Village Community Association (AVCA, Ashburn Village or the Association), a warm and beautiful community located in Loudoun County, Virginia, is looking for an experienced and customer focused General Manager to lead its staff, operations, and engage with community members. Successful candidates must have a proven track record of being a proactive, transparent leader and possess skills and experience in communications, homeowner association management, financial management, relationship building, team building, purchasing, and project management. He or she will also have a clear and targeted focus on providing exceptional resident services and experiences along with strategic and long-term planning for the community’s future prosperity. He or she will also have a strong understanding of Virginia law relative to homeowner associations and not for profit businesses. He or she will operate with the utmost integrity and professionalism.
ASHBURN VILLAGE AND THE ASHBURN COMMUNITY
Ashburn Village is a community of 5303 residential units comprised of single-family homes, town homes, condominiums, age-restricted condominiums and town homes, and apartments. Opened in 1988, Ashburn Village is almost complete with one last section of residential development currently under construction and two parcels for commercial / retail construction. When fully built out the community will have approximately 2.5 million square feet of planned commercial and office space. Presently a 200,000 square foot retail space, known as the Ashburn Village Center, provides for shopping and services within minutes of all residents.
Ashburn Village features many amenities such as neighborhood community centers with outdoor pools, tennis, basketball, multipurpose courts, and meeting rooms, 8 playgrounds, 50 miles of trails, baseball and soccer fields, a fit trail, over 500 acres of open outdoor space, as well as 8 lakes and ponds for catch and release fishing and canoeing.
Ashburn Village Community Association's most unique amenity is The Ashburn Village Sports Pavilion (AVSP) which is the center of the community.The facility offers a vast array of programming in Fitness, Aquatics, Tennis, and Youth Activities for the community.It hosts a Seasonal Outdoor Pool and Marina, Indoor Pool, Steam and Sauna rooms, Racquetball Courts, Full Gymnasium, as well as year-round Tennis Courts.The Sports Pavilion is home to the year-round Blue Wave Swim Team and summer AquaJets Swim Team.
The Association hosts many exciting community events such as a brilliant display of fireworks on Lake Ashburn in July, VillageFest, H.E.L.P. Wellness Expo, Comedy Night, Fiesta 5K/10K & Fun Run, Kids Triathlon, Halloween Spooktacular, Santa Parade, Shred events, Community Yard Sales, Summer Movie Nights by the Lake, and more.
The first home in Ashburn Village was settled in 1988.Thirty-one years later, the community is nearly fully built out. This residential community offers a variety of home styles including low-rise condos, townhomes, and single-family homes.AVCA is financially sound with reserves that enable timely maintenance and replacement of assets.
THE ASSOCIATION GENERAL MANAGER POSITION OVERVIEW
The Association General Manager (GM) is responsible for the day-to-day administration and operations of the Association. He or she directs and administers all aspects of the operations: the common areas, infrastructure, amenities, finances, and staff, as well as all programs and activities, and member relations. The most important task is to provide outstanding service delivery and asset maintenance to support and enhance property values within the community. Essentially all AVCA operations and staff management are responsibilities of the GM.
Necessary areas of competency and expertise include personnel management, financial and budget management, human resources, statutory requirements relevant to homeowner associations, community relations, strategic planning, and board guidance.
The GM reports directly to the AVCA Board of Directors President who serves as a liaison between the staff and the remaining members of the board of directors. Direct reports include the assistant General Manager, Facilities and Ground Manager, Resident Services Manager, the Financial Manager and the respective managers for the AVSP and Community Pools contracts.The General Manager oversees additional office positions and operations associated with multiple contracts for the community.There are approximately 15 full-time and 1 part-time/seasonal employees.
AVCA committees include the Architectural and Environmental Review, Budget and Finance, ad-hoc Elections, and ad-hoc Landscaping.
THE GM JOB DESCRIPTION
FINANCIAL ACUMEN & GENERAL EXPECTATIONS
The GM prepares the yearly goals and objectives upon which the annual budget is created and, after board approval, manages and controls the operations to attain the desired results.The GM is responsible for execution of the approved budget along with developing the required plans to execute the budget.A detailed execution plan is required by the GM to be presented to the Board of Directors at every Board meeting to show status, updates and concerns. The GM communicates regularly with the Board and Budget and Finance Committee about the Association’s financial condition and must be proactive in analyzing variances and identifying significant issues.
The GM has a proactive part in the strategic planning process, ensuring that the Association focuses on the current and future needs of the Association and its members. The GM must raise issues of note with the Board and Committees, providing realistic observations regarding their impact, importance and further providing recommended solutions.
The GM is expected to examine and project trends of membership demographics and service needs. He or she also networks with local and national community managers and professional associations to stay ahead of local and national demographic and lifestyle trends.
The GM provides courteous and professional leadership and interaction with AVCA community members. He or she is a steady and positive force behind the creation and continuous enhancement of all aspects of life within AVCA. The GM is expected to recognize and embrace opportunities to initiate ongoing dialogue with members.
The GM ensures that members have consistent opportunities to provide input, suggestions, observations and concerns about all aspects of the Association and he or she, in turn, has multiple opportunities for communication and information exchange back to each resident.
Oversee office staff, vendors, and suppliers to attain Association goals as established by the Board of Directors.
Direct the work efforts and schedules for all office staff.
Ensure that insurance coverage for the Association is adequate, as stated in the governing documents, and review insurance coverage with the Association’s insurance broker as necessary.
Establish relationships and maintain contact with the Association’s general counsel, under the direction and guidelines established by the Board of Directors.
Review and approve employee timesheets at the end of each pay period and ensure personnel files are maintained for all employees including, but not limited to, vacation and sick leave records.
Draft correspondence in response to the Board of Directors policies and other correspondence as it pertains to the Homeowner Association.
Under the direction of the Board of Directors and with the assistance of those appointed by the Board, draft specifications for Requests for Proposal.
Review and monitor any open Request for Proposal requirements requiring review and approval by the Board of Directors, as prepared by those appointed by the Board.
As directed by the Board of Directors, provide the Association’s general counsel with draft bid proposals for review and approval before presentation to the Board of Directors.
Accept contracts per specifications upon approval from the Board of Directors.
The GM recognizes, respects, and supports the contributions of staff.The GM is expected to recognize the positive contributions of all members of the staff, while also holding them accountable for achievement of agreed-upon annual and more frequently determined goals and objectives. He or she must regularly review the allocation of duties and overall organizational structure to ensure relevance and appropriateness of the AVCA business model and the ability to effectively anticipate and deliver approved programs and operating efforts.
The GM proactively works with the Board and Committees, as appropriate, to keep them informed on all department head compensation, benefits, performance appraisal, disciplinary and other significant personnel actions. Additionally, he or she works with key staff members to ensure that similar appraisals are conducted for their respective departments.
The GM conducts regular performance appraisals and provides ongoing feedback relative to performance of each direct report. He or she interacts with department managers regarding the appraisal, discipline, and/or discharge of their respective direct reports.
COMMUNICATIONS & INFORMATION EXCHANGE
The GM must understand and enjoy interacting with and recognizing AVCA members and embrace the concept of sincere and visibly engaged interaction. The GM is a primary, two-way conduit for information with the membership, staff, Board and the general public. Consequently, the GM is expected to be a clear communicator and an active and understanding listener.
The GM is diplomatic in his or her communications and strives to build and foster relationships with the other members on and around the community. The GM recognizes that win-win negotiations are integral with these entities to ensure the future growth of the Association and betterment of the community.
The GM recognizes and appropriately adheres to Virginia Statutes and laws governing meetings, notifications and other requirements of a homeowners’ association, and is expected to be a knowledgeable resource for clarification and adherence to governing documents.
The GM understands the value of the latest technologies and trends, as well as the latest and most popular social media applications and their use in today’s world of connecting with members through technology. The GM reviews and updates, where and when appropriate, the use of technology and quality of communication delivery on AVCA’s website and other areas within the operation.
LEADERSHIP & MANAGEMENT
The GM attends and coordinates meetings of the Board of Directors and all Association Committees. He or she is viewed as a key partner with the board to proactively identify and address all issues of importance to AVCA. He or she arranges for proper minutes to be maintained for all Board and Committee meetings.
The GM is primarily responsible for setting and maintaining protocols for the general care, maintenance, and upkeep of the amenities and facilities to ensure that appropriate monies are available for said upkeep.
The GM creates and maintains an organizational structure that ensures appropriate, necessary and reasonable allocation of duties and responsibilities; delegating and following up as necessary to ensure that actions and details necessary for success are completed.The GM ensures that AVCA is managed with integrity and utilizes sound business practices.
The GM provides day-to-day oversight on significant maintenance, replacement and capital projects, following the approval of the Board.
The GM recognizes the need to continuously monitor and improve existing member services and introduces new programs and services to enhance overall member satisfaction and the value of residency at AVCA.
The GM must conduct position and wage research for office positions in order to ensure wages, hours, and working conditions are comparable with the current employment market and management company competitors.
The GM must provide guidance and job development to employees on work practices, performance and policies/procedures.
Become familiar with all AVCA governing documents, policies and procedures.
Be visible throughout the community, to quickly understand the needs and expectations of the members of AVCA.
Meet individually with each staff member and representatives from important vendors to obtain an understanding of experience and capabilities of the staff and performance levels of both staff members and vendors.The GM will strengthen the team by creating a positive working environment and providing clear direction in which expectations are communicated, tasks are delegated, work is verified, and cross-training is implemented for key positions.
Develop relationships with the Board, Committee members and residents.
Implement a yearly performance review system for full-time staff members and define goals and objectives for each.
Collect, analyze and report data on amenity usage and expenditures. Make recommendations to the Board on long range and strategic planning initiatives.
Monitor, manage and maintain the financials of the Association to ensure compliance with targeted budget objectives.
Lead ongoing and upcoming capital improvement initiatives, including an ongoing landscaping project, installation of new entrance features and improvements of the Association’s tot lots.
The successful candidate:
Has a minimum of 5 years of progressive experience in a top leadership role in facility and staff management, community association management, resort management or a related business background. In addition, the successful candidate has experience with upscale large-scale communities. Significant interaction with elected officials and governmental agencies is helpful.
Is preferably, a college graduate with a bachelor’s degree and holds certification in community association leadership such as CAM, CMCA, AMS, PCAM.
A Large-Scale Manager (LSM) certification is not required, but is desirable.
Has significant experience with direct and specific responsibility managing a homeowner’s association. Candidates with such experience are highly preferred.
Has a career track that demonstrates a record of tenure and commitment to previous employers. Also, career moves were for enhancement of skills and experiences as opposed to unplanned career changes.
Possesses strong general management skills with verifiable strengths in team development, financial performance, exceptional member/resident service programming, strategic planning, project management and, most importantly, the ability to consistently achieve goals and objectives.
Has strong communication and facilitation skills, both written and verbal, with the appropriate presence, desire and ability to interact effectively with diverse groups of members, staff, vendors and other entities who are part of the success of AVCA. Communication with members and staff is very important at AVCA. This includes having sound and confident speaking abilities in front of groups of residents.
Has a strong network of industry professionals and resource contacts that cover the skills and disciplines that would benefit AVCA.
SKILLS & COMPETENCIES
The successful candidate:
Effectively and efficiently handle priorities and deadlines.
Understands and effectively functions and guides a volunteer board and its committees. The successful candidate is a strong consensus builder and embodies the behavior and skills needed to be successful in this type of governance model.
Must bring out the very best in those around him or her (both staff and other community members) by setting clear goals and expectations, providing consistent feedback and support, and who is respectful and professional in all interpersonal dealings.
Is resourceful in directing the activities of a community association and presents a consummately professional image to the staff, membership, and other constituencies at all times.
Has strong organizational skills and an attention to detail necessary to consistently achieve high levels of quality, satisfaction and outstanding member experiences.
Has integrity and accountability to lead the HOA staff and provide first-class service to the residents of the community.
Is comfortable with technology and incorporates its use, as appropriate, in his or her everyday role.
Strong internal/external customer relation skills to communicate with all levels of management, employees, homeowners, and other stakeholders.
Work with confidential/sensitive information and use diplomacy and discretion in communicating such information.
Has an exemplary service background and/or experience and understands the service perspective of running a community association.
SALARY & BENEFITS
Salary is open and commensurate with qualifications and experience. AVCA offers an excellent bonus and benefit package including CMAA/CAI membership and professional development.
Job Type: Full-time