HOA Community Manager - In office role
We are seeking an experienced, organized, and highly responsive HOA Community Manager to oversee the day-to-day management of a portfolio of homeowners associations.
The Community Manager will serve as the primary liaison between HOA Boards of Directors, homeowners, vendors, and our management team. The ideal candidate is a hands-on professional who is comfortable balancing property inspections, homeowner and Board communications, administrative responsibilities, financial oversight, vendor management, and community operations.
Schedule & Requirements
Monday
- In office from 8:45 AM – 5:00 PM
Tuesday – Thursday
- Property inspections are conducted in the mornings.
- Manager must be onsite and beginning inspections by 8:45 AM.
- Inspections must be completed and the manager must return to the office no later than 1:00 PM.
- In office from 1:00 PM – 5:00 PM following inspections.
- If no inspections are scheduled, normal office hours are 8:45 AM – 5:00 PM.
- Property walks and vendor meetings should also be scheduled on these days when appropriate.
Friday
- In office from 8:45 AM – 2:00 PM.
Communication Expectations
- Return all homeowner phone calls and emails within 48 hours.
- Return Board member phone calls the same day whenever possible and no later than 24 hours.
- Provide Board members with your cell phone number for direct communication.
- Provide homeowners with your direct office line rather than the main office number.
- Maintain professional, timely, and courteous communication with homeowners, Board members, vendors, and coworkers.
HOA & Administrative Responsibilities
- Enforce community rules, regulations, governing documents, and CC&Rs.
- Prepare meeting agendas and assemble Board meeting packets.
- Attend meetings as required and prepare meeting minutes.
- Respond to homeowner inquiries, complaints, and service requests in a timely and professional manner.
- Prepare and distribute community-wide email communications.
- Process annual meeting notices and ballots and track annual meeting quorum.
- Process and track architectural requests and ensure compliance with applicable architectural guidelines.
- Maintain accurate records and appropriate documentation for assigned communities.
Financial Management
- Prepare or review annual and operating budgets in collaboration with the Board of Directors and accounting team.
- Code and approve community expenses no later than Wednesday at 5:00 PM each week so checks can be processed on schedule.
- Review monthly financial statements no later than the 17th of each month.
- Work closely with the accounting team to provide any necessary support, documentation, or clarification.
- Assist Boards with understanding the financial condition and operating needs of their communities.
Vendor & Contract Management
- Obtain competitive bids for community projects and services.
- Coordinate and oversee vendors including landscaping, pool, maintenance, gate, and other service providers.
- Ensure contracted work is completed according to agreed-upon standards, scope, and schedule.
- Maintain professional relationships with community vendors.
- Assist with vendor contract negotiations and renewals when appropriate.
- Follow up on outstanding vendor projects and ensure work is properly documented.
Property Maintenance & Inspections
- Conduct regular property inspections for CC&R compliance and maintenance needs in accordance with each community's management contract.
- Identify maintenance issues and coordinate necessary repairs.
- Coordinate landscaping, maintenance, and capital improvement projects with appropriate vendors.
- Oversee the condition and upkeep of community amenities, including pools, parks, gates, lighting, and common areas.
- Ensure timely follow-up and documentation of maintenance issues and completed work.
Community & Board Relations
- Serve as the primary liaison between HOA Boards of Directors and residents.
- Develop strong professional relationships with Board members and homeowners.
- Prepare newsletters, announcements, community updates, and other general communications.
- Distribute general community information through email communications while ensuring statutory notices and required mailings are handled appropriately.
- Assist with community events, Board meetings, annual meetings, and other engagement activities as needed.
General Office Expectations
This is a hands-on management position that requires both time in the field and a consistent office presence.
Managers are expected to organize their schedules efficiently around property inspections, Board and homeowner communication, vendor coordination, financial responsibilities, and general community management.
There is not a designated lunch period. Employees may pick up food and return to the office to eat as needed. Vendor lunches should be limited to rare occasions unless the meeting takes place in the office.
Ideal Candidate
The successful candidate will be:
- Highly organized and capable of managing multiple communities and priorities.
- Responsive and comfortable communicating directly with HOA Board members and homeowners.
- Proactive rather than reactive in identifying and resolving community issues.
- Comfortable conducting regular property inspections.
- Capable of managing vendors and holding contractors accountable.
- Comfortable reviewing budgets and monthly financial statements.
- Detail-oriented with strong follow-through.
- Professional, dependable, and able to work independently.
- Willing to take ownership of their assigned communities and ensure issues are followed through to completion.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
Experience:
Work Location: Hybrid remote in Phoenix, AZ 85034
