Position Summary
The HOA Project Manager is responsible for the day-to-day management, maintenance, and operational oversight of the community's common areas, amenities, vendors, and compliance activities. This position serves as the primary liaison between the Board of Directors, committees, residents, contractors and service providers to ensure the community is well-maintained, compliant with governing documents and operating efficiently.
Essential Duties and Responsibilities
Vendor Management and Contracts
- Solicit, review, and evaluate vendor bids for community projects and services.
- Prepare bid comparison summaries and recommendations for Board review.
- Coordinate contract negotiations and maintain vendor agreements.
- Monitor vendor performance to ensure work is completed according to contract specifications.
- Serve as the primary point of contact for contractors and service providers.
- Track contract renewals, service schedules, and project deadlines.
Board and Committee Support
- Create, maintain, and distribute meeting agendas for Board and committee meetings.
- Attend Board of Directors meetings and committee meetings as required.
- Record meeting notes and document action items.
- Follow up on assignments and projects arising from meetings.
- Maintain meeting records and documentation in accordance with HOA policies.
Property Inspections and Covenant Enforcement
- Conduct regular property site visits and inspections throughout the community.
- Identify violations of governing documents, architectural standards and community rules.
- Investigate and follow up on resident-reported violations.
- Prepare and distribute violation notices and correspondence.
- Maintain violation logs and records.
- Monitor compliance deadlines and verify corrective actions have been completed.
- Issue follow-up notices and coordinate escalation procedures when necessary.
- Provide status updates to the Board regarding compliance activities.
Clubhouse Operations and Facility Management
- Oversee the general maintenance and appearance of the clubhouse and surrounding common areas.
- Maintain and manage clubhouse rental schedules and reservations.
- Coordinate renter key distribution and collection.
- Conduct inspections before and after rental events.
- Ensure facilities are cleaned, stocked and prepared for upcoming events.
- Coordinate maintenance and repair needs with vendors and contractors.
- Address facility issues and resident concerns in a timely manner.
Pool Management
- Coordinate with pool contractors for seasonal pool opening and closing.
- Monitor contractor performance and ensure pool maintenance services are completed.
- Verify pool maintenance logs are properly maintained.
- Confirm required chemical testing and safety checks are performed and documented.
- Ensure compliance with local health department regulations and HOA standards.
- Coordinate inspections and corrective actions as necessary.
Pool Attendant Supervision
- Develop and manage pool attendant work schedules.
- Create schedules that comply with labor regulations for minor employees.
- Monitor staffing levels and make schedule adjustments as needed.
- Provide coverage and fill in for staffing shortages when necessary.
- Maintain attendance records and coordinate employee communications.
- Support training and accountability for pool attendants.
Administrative Responsibilities
- Maintain public records, logs, binders and community documentation.
- Ensure required inspections, permits, certifications and compliance records remain current.
- Track maintenance schedules and capital improvement projects.
- Prepare reports and updates for Board review.
- Respond to resident inquiries and provide customer service support.
Qualifications
- Experience in property management, HOA management, project management, facilities management or a related field preferred.
- Strong organizational and time management skills.
- Excellent written and verbal communication abilities.
- Ability to manage multiple projects and deadlines simultaneously.
- Proficiency with Microsoft Office Suite and property management software.
- Ability to work independently and exercise sound judgment.
- Experience working with vendors, contractors and community stakeholders.
Physical Requirements
- Ability to walk community properties for inspections and site visits.
- Ability to lift and carry up to 25 pounds occasionally.
- Ability to work outdoors in varying weather conditions.
- Ability to attend evening Board and committee meetings as required.
Key Competencies
- Project Management
- Vendor Coordination
- Customer Service
- Organizational Skills
- Documentation and Recordkeeping
- Problem Solving
- Communication and Conflict Resolution
- Attention to Detail
- Regulatory Compliance
- Leadership and Accountability
This role is critical to maintaining the community's appearance, operations, and resident satisfaction while ensuring all HOA facilities, amenities, and compliance activities are managed effectively and professionally.
Pay: $20.00 - $22.00 per hour
Work Location: In person
