Kaʻanapali Golf Estates Community Association, Inc. | General Manager Job Description
Job Description
Position Overview
Position Title: General Manager
Reports To:Board of Directors, Kaʻanapali Golf Estates Community Association, Inc.
Employment Status: Part-time, 25 hours per week
FLSA Status: Exempt
Location: Kaʻanapali Golf Estates Community, Kualapa Loop & Place, Lahaina, Hawaii 96761
Position Summary
The General Manager (GM) serves as the primary on-site representative of the Kaʻanapali Golf Estates Community Association (KGECA or the Association), responsible for the day-to-day operations, maintenance, project management, and committee administration of the Kaʻanapali Golf Estates Transit Route. This is a combined role that integrates previous general management responsibilities with liaison and cooperative support of the Design Approval Committee (DAC) and Compliance Review Committee (CRC).
Hours of Work
Part-Time
- 25 hours per week, Monday through Friday.
- Normal days off: Saturday and Sunday.
- Availability outside of scheduled hours may be required for emergencies. The GM shall notify the Board President immediately if duties cannot be performed within the normal work schedule.
- The GM shall maintain a bi-weekly time record and coordinate a normal work schedule in consultation with the Board President.
Reporting Structure and Authority
- The General Manager reports directly to the Board of Directors. The President of the Board will serve as the primary day-to-day supervisor.
- The General Manager coordinates with the Managing Agent on fiscal and administrative matters.
- The General Manager operates as directed by and under the supervision of the Board of Directors, but will have one Liason
In the event of an emergency (defined as a catastrophic situation threatening the health, safety, or security of the property or its occupants), the GM is authorized to act prudently and responsibly without prior approval, and shall report to the Board President as soon as possible, or to the Managing Agent if the President is unavailable.
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Primary Duties and Responsibilities
A. Operations and Property Management
- Oversee and manage the day-to-day operations of all Kaʻanapali Golf Estates Transit Route
(including both gates), common areas, facilities, and infrastructure.
- Perform inspections of all common areas and mechanical equipment; document conditions
requiring repair, maintenance, or follow-up in a Maintenance Log.
- Maintain log documenting activities, significant events, and complaints received from owners,
residents, or guests, including the action taken.
- Manage and supervise custodial and landscape contractors, ensuring services are delivered in
accordance with executed contracts.
- Ensure all service providers, vendors, and contractors performing work at the community
comply with Association rules, policies, and governing documents.
- Provide assistance and information to owners, residents, tenants, guests, and their service
providers as needed.
B. Financial and Administrative
- Review and recommend approval or disapproval of all relevant bills, invoices, and statements;
submit to the Payables Lockbox and/or Accountant as directed by the Managing Agent.
- Assist the Board of Directors and Treasurer and Managing Agent in preparing the annual
operating budget and Replacement Reserve Schedule.
- Submit written reports to the Board of Directors covering operations, maintenance activities,
committee updates, and any notable incidents.
- Serve as project manager for capital improvement and repair projects within the community.
- Return all telephone calls and correspondence promptly to maintain effective communication
with owners, the Board of Directors, and vendors.
C. Design Approval Committee (DAC) Administration
The General Manager shall serve as the administrative liaison to the Design Approval Committee
(DAC) for all KGE communities. Lanikeha and Vintage will provide their own DAC administration
support. Responsibilities for the remaining neighborhoods include:
- Coordinate all design review submissions from lot owners and their contractors, ensuring
completeness of application materials prior to DAC review.
- Facilitate DAC review meetings and document all decisions, including decisions made via email,
with clear records of approvals, denials, and any conditions.
- Ensure that any DAC member with a conflict of interest on a specific project is formally recused
and that this recusal is documented.
- Coordinate and oversee the mandatory Pre-Construction (First Day) Meeting for all new
projects, ensuring builders provide required permits, certificates of insurance, contractor license
verification, and emergency contact information.
- Distribute compliance requirements and fine schedules to builders and contractors at the Pre-
Construction Meeting.
- Assist the DAC and CRC in compiling and preparing recommended updates to the Lot
Purchaser’s Handbook, including documentation of the application and approval/denial process
of historical variances, for Board review and approval.
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- Support evaluation and potential implementation of software for plan management and documentation.
D. Compliance Review Committee (CRC) Administration
The General Manager shall serve as the administrative liaison to the Compliance Review Committee (CRC) for all KGE communities except Lanikeha and the Vintage. Responsibilities for the remaining neighborhoods include:
- Conduct regular site inspections of all active construction projects within the community to monitor compliance with approved plans, the Lot Purchaser’s Handbook (LPH), governing documents, and Association policies.
- Document all observed violations with written records, photographs, and relevant supporting materials.
- Prepare violation notices, warning letters, and fine recommendations for CRC review and action. All warnings and fines must receive written approval from at least two CRC members prior to issuance.
- Maintain complete and organized CRC records, including all decisions, written approvals, correspondence, and enforcement actions.
- Coordinate with the Board of Directors when CRC matters escalate to formal enforcement or legal action.
- Administer and enforce the Lot Purchase Agreement timelines, including the 20-month completion period, one available 6-month extension, and applicable penalties thereafter.
- Assist the CRC in communicating enforcement decisions and outcomes to affected owners and contractors.
E. Incident Reporting and Safety within the KGE Transit Route
- Promptly report and prepare written documentation of any incidents involving crime, first responder response, misconduct, damage to community property, injury of any persons on or near community property, accidents, or other events that could impact the safety and well-being of the community.
- Prepare written reports of any incident that may involve the Association’s insurance carriers or pose a potential liability to the Association.
- Learn and maintain familiarity with emergency procedures for fire, tsunami, flooding, hurricane, and other calamities.
F. Professional Standards and Compliance
- Maintain a professional and business-like demeanor at all times, representing the Association, its owners, and the community with integrity and professionalism.
Maintain thorough knowledge of the Association’s Bylaws, Declaration of Covenants, Conditions, and Restrictions (CC&Rs), House Rules, Lot Purchaser’s Handbook (LPH), and HRS Chapter 421J (Planned Community Associations).
- Attend training seminars or educational courses as required by the Board of Directors. Costs will be covered by the Association.
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Disclose any actual or potential conflict of interest to the Board President promptly, including any personal interest in construction projects subject to DAC or CRC review. Qualifications
Required
- Demonstrated experience in community association management, property management, facilities management, or a related field.
- Working knowledge of or ability to learn HRS Chapter 421J (Planned Community Associations) and association governing documents.
- Strong organizational, communication, and documentation skills.
- Ability to exercise sound judgment and act decisively in emergency situations.
- Valid State issued driver’s license and insured personal vehicle.
Preferred
- Experience in construction administration, design review, or enforcement coordination in a planned community or HOA setting.
- Familiarity with Blue Beam or similar plan management and documentation platforms.
- CPR and first aid certification, or willingness to obtain.
- Familiarity with the KGE neighborhood and its communities.
Compensation
Base Salary: $60,000 annually.
Performance Bonus: Eligible for an annual performance bonus of 10%–15% of base salary based on performance, as determined by the Board of Directors.
Pay: $55,000.00 - $60,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
