Position Summary
The Community Association Manager is responsible for the day-to-day administration and management of the community association, working within the overall management structure established by the company and under the direction of the General Manager. The position works closely with the Board of Directors to support effective governance, community operations, financial administration, vendor relationships, compliance with governing documents, and resident relations.
The Community Association Manager serves as a primary point of contact for the association and its residents and is responsible for ensuring that association operations are carried out professionally, efficiently, and in accordance with applicable laws, governing documents, Board direction, and company policies. The position also collaborates with Club and property leadership when association responsibilities intersect with shared amenities, facilities, vendors, projects, or property operations.
Essential Duties and Responsibilities
- Deliver and promote prompt, courteous, and friendly service to all residents, guests, Board members, vendors, and fellow employees.
- Manage the day-to-day operations of the community association under the direction of the General Manager.
- Maintain a professional and productive working relationship with the Board of Directors and committees, providing information, recommendations, and administrative support as needed.
- Prepare for and facilitate Board of Directors, annual, budget, and committee meetings, including agendas, notices, meeting materials, minutes, and follow-up items.
- Communicate regularly with the General Manager regarding association operations, significant resident concerns, Board matters, financial issues, projects, vendor performance, and other matters requiring management attention.
- Direct and coordinate contracted vendors and evaluate their performance to ensure services are completed in accordance with contract requirements and community standards.
- Investigate resident complaints, disturbances, and alleged violations and facilitate appropriate resolution in accordance with governing documents, policies, and applicable law.
- Conduct regular inspections of community grounds, facilities, amenities, and equipment to identify maintenance, repair, safety, and appearance concerns.
- Solicit, review, and analyze vendor bids for repairs, maintenance, and other association projects and make recommendations to the General Manager and Board as appropriate.
- Plan, schedule, and coordinate routine maintenance, major repairs, capital projects, and construction projects as directed and approved.
- Maintain accurate records of maintenance activities, operating costs, contracts, projects, and other association documents.
- Coordinate the procurement of association supplies and services in accordance with company purchasing procedures and established budgets.
- Assist the General Manager and Board with the selection, negotiation, and management of vendors and contracts for association services, including maintenance, landscaping, cleaning, security, and other contracted services.
- Maintain appropriate contact with insurance carriers, fire and police departments, governmental agencies, and other outside organizations to support compliance, risk management, and community operations.
- Prepare and/or coordinate association budgets, financial reports, and operating information in collaboration with the General Manager and corporate accounting/finance team.
- Monitor association expenditures and operating expenses and communicate significant variances or financial concerns to the General Manager.
- Confer regularly with residents to understand their needs, address concerns, and promote positive relationships within the community.
- Coordinate with the General Manager, Club leadership, and other property departments on matters involving shared facilities, amenities, events, vendors, maintenance, and community operations.
- Coordinate responses to legal, regulatory, insurance, environmental, and other complex association matters with the General Manager and appropriate corporate resources, including legal counsel when necessary.
- Ensure association records, notices, correspondence, and other required documentation are maintained accurately and in accordance with applicable requirements.
- Perform other duties and responsibilities as assigned by the General Manager.
Qualifications
- High school diploma or GED required; Associate's or Bachelor's degree in Business Administration, Property Management, Hospitality Management, or a related field preferred.
- Minimum of three (3) years of experience in community association management, property management, hospitality management, or a related customer service-focused environment.
- Previous experience managing a master-planned community, country club community, HOA, or similar residential community strongly preferred.
- Strong knowledge of HOA operations, governing documents, budgeting, vendor management, contract administration, and resident relations.
- Demonstrated ability to prepare and manage budgets, financial reports, and operating expenses.
- Strong organizational, planning, and project management skills with the ability to manage multiple priorities and deadlines.
- Ability to investigate issues, exercise sound judgment, and resolve conflicts in a professional, diplomatic, and solutions-oriented manner.
- Excellent written and verbal communication skills with the ability to communicate effectively with residents, Board members, vendors, contractors, and internal leadership.
- Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint; experience with property management or association management software preferred.
- Knowledge of applicable federal, state, and local laws, regulations, and community association governing documents preferred.
- Active Florida Community Association Manager (CAM) license required; LCAM designation preferred.
- Valid driver's license and reliable transportation may be required.
Physical Requirements
- Ability to stand and walk for extended periods.
- Ability to perform routine inspections of community grounds, facilities, clubhouse, pool areas, amenities, and ongoing projects.
- Ability to lift and carry up to 25 pounds occasionally.
- Ability to work both indoors and outdoors in varying weather conditions.
- Ability to bend, reach, climb stairs, and navigate community grounds as necessary to perform inspections and other job duties.
Work Environment
This position is performed in a combination of office and outdoor community settings. The Community Association Manager regularly interacts with residents, Board members, vendors, contractors, guests, and property leadership. The position may require attendance at Board meetings, committee meetings, community events, and other meetings outside of normal business hours, including occasional evenings and weekends.
The position requires frequent walking throughout the community to inspect grounds, facilities, amenities, and ongoing projects. Regular use of a computer, telephone, and other standard office equipment is required.
Key Competencies
- Customer Service Orientation
- Relationship Management
- Leadership and Professionalism
- Organization and Attention to Detail
- Conflict Resolution
- Financial Acumen
- Communication Skills
- Decision Making and Problem Solving
- Vendor and Contract Management
- Accountability and Follow-Through
- Integrity and Sound Judgment
Disclaimer
The duties and responsibilities described above are intended to provide a general overview of the position and are not an exhaustive list. Additional duties may be assigned based on the needs of the community, property, and management company.
Pay: $85,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
License/Certification:
- Community Association Management License (CAM) (Preferred)
Work Location: In person
