HOA (Onsite) Community Manager
HOA Onsite Community Manager needed for Master Planned Community with approximately 2,600 lots and growing to over 5,000 lots at buildout.
Summary: Supervises all association activities within the management contract, including overseeing the associate manager’s duties, attending all association Board and Annual Meetings, overseeing the preparation of all telephone, e-mail, personal and written correspondence with owners, Board members, contractors, vendors, professional service providers, contractors and so on, advising the Board and association members on applicable Federal, State, County and City regulations along with providing information regarding recent legislation which may affect association decisions, assisting in the preparation of the annual budget and attending continuing educational opportunities which will sharpen and advance the manager's ability to supervise the account. Maintain a working knowledge of governing documents to be able to prepare letters to owners citing violations of rules, deed restrictions, and so on.
Essential Duties and Responsibilities:
Telephone Calls: Handles non-routine calls from homeowners, contractors, vendors, Board members and professional colleagues (attorneys, CPA's, etc.). Returns phone calls and emails within 24 business hours. Follows through on calls to provide the necessary information, requested answer(s) or paperwork. Handles after hour emergency calls for their portfolio of communities.
Reports and Correspondence: Prepares non-routine correspondence as requested by the Board to homeowners, contractors, vendors, Board members and professional colleagues. Prepares monthly Board packets for meetings (agenda, minutes, financial statements, copies of contractor proposals, homeowner correspondence, etc.). Prepares reports detailing community violations, calls received, correspondence handled. Coordinates with associate on materials for annual meetings, including notices of meeting, welcome packets for meeting, registration information, etc. Preparation of monthly deed restriction enforcement report to the Board of Directors, detailing compliance issues and actions taken. Identification and notification to the board of serious non-routine maintenance needs along with proposed solutions. Assistance with annual budget recommendations.
Compliance Inspections: Complete property inspections of individual homes and the common areas in accordance with the drive calendar. Enforce all deed and use restrictions in accordance with the governing documents (CC & R's) and with Section 209 of the Property Code of the State of Texas.
Utilize the tablet to create new violations, follow up on existing violations, or to close violations based on visual inspection of the property.
Refer all unresolved compliance situations to the Board of Directors for final decision and implement legal action if this is determined to be necessary.
Common Area Property: Use all association documents, (i. e. CC & R's, site maps, plot plans, agreements, contracts and others) to formally identify the association's common areas. Make regular inspections of all common area facilities including landscaping, swimming pools and/or amenity centers, natural areas, all electrical lights and fixtures, fencing, perimeter walls, and so on. Note any items needing attention or repair.
Evaluate and recommend when changes or improvements to common areas become necessary. Arrange
preventive maintenance schedules with contractors, if necessary or desired. Complete Property Inspection Reports and take date stamped photos of the common areas to include with the common area inspection report.
Handles requests for maintenance or repair of community property. For example, calling appropriate contractor to replace/repair street lights, advising contractor of pool area issues, irrigation problems, landscape situations, sidewalk or street repairs, gate operations, and so on.
Communicate, when necessary, to all owners, Board members, etc. when specific contracts involving common property are to be performed to maximize cooperation from residents and others and to minimize inconvenience to all parties concerned. Prepare or assist in locating a professional who can prepare a reserve study (if desired) detailing the common area facilities and their life expectancies as well as their replacement costs.
Contractors and Vendors: This includes preparing specifications or providing instructions for project or maintenance completion. Completion of cost effective and efficient contract bidding, negotiations and administration. Distribute and verify completion of vendor applications for all contractors providing services to the association. Maintain updated W-9' s and insurance information on contractors as needed. Maintenance of records of all contracts, warranties and other items important to the verification of services performed on the property. Field supervision of contractors. Review all contractors' bills submitted for payment. Once verification of the invoice is complete, Manager is responsible for turning the invoice over to the appropriate accounting personnel to issue timely payments on the association's behalf so that service is not interrupted or reduced. Make regular reports, in writing or verbally at Board meetings, or both, to Board of Directors regarding contractor performance, performance problems, suggestions for improvements to the contractor service, recommendations for savings for association contracts, etc.
Committee Assistance: Solicit and maintain accurate lists of committee members, including current contact information. Contact all committee volunteers regarding important association items, i.e. Board meeting dates, annual meeting dates, state regulations, rules or procedural changes that may affect their service on the committee. Distribute correspondence prepared by committees to owners, with Board approval.
Local & State Regulation: Verify common areas are deeded over from Developers as required. Apply for city pool permits for HOA pools. Coordinate inspection dates with pool companies and City Inspector.
This job description is a summary and does not list all the duties of the job. You may be asked by managers or directors to perform other instructions and duties. Management reserves the right to revise this job description at any time.
