Position Summary
The Project Manager serves as the client’s representative and consultant to homeowner associations (HOAs) executing deferred maintenance, capital repair, and reconstruction projects. Operating on behalf of the firm's HOA clients, the Project Manager provides independent, third-party oversight of the general contractor — or, on smaller projects, a coordinated group of subcontractors — to ensure the work is delivered in accordance with the approved plans, specifications, scope, schedule, and budget. The role is consultative: the Project Manager does not direct the means and methods of construction, but instead protects the HOA's interests through proactive communication, rigorous documentation, disciplined contract administration, and thorough quality observation.
As a small firm, DBA’s Project Managers are equal parts construction professional and trusted advisor — someone who can hold a contractor accountable to the contract documents, translate technical issues into plain language for a volunteer board, and shepherd a project from kickoff through closeout without losing the long view of the community's reserve plan and capital priorities.
Reporting Relationship & Team
- Reports to the COO and/or President.
- Partners closely with the Director of Business Development, fellow Project Managers, and external project partners.
- May supervise an Assistant Project Manager, Project Coordinator, or field inspector as the company grows.
Primary Responsibilities
Client Representation & Project Oversight
- Serve as the primary point of contact between the HOA, community management company, general contractor, subcontractors not contracted with the GC, and any other project partners engaged in DBA’s scope of work.
- Represent the HOA's interests at all project meetings, including pre-construction conferences, weekly progress meetings, owner-architect-contractor (OAC) meetings, and board updates.
- Monitor contractor performance against the approved plans, specifications, scope, schedule, and budget; identify deviations early and recommend corrective action.
- Provide independent, objective recommendations to the HOA board on construction-related decisions, change orders, and dispute resolution.
Quality & Compliance Observation
- Conduct regular site visits and to observe ongoing work for general conformance with contract documents, manufacturer requirements, and applicable building codes.
- Document construction progress through written reports, photographs, and punch lists.
- Coordinate and witness third-party testing and special inspections; review reports and confirm that any deficiencies are tracked through resolution.
- Verify that the contractor's submittals, mock-ups, and material deliveries match the approved specifications prior to incorporation into the work.
Contract Administration
- Review contractor pay applications, lien releases, and supporting documentation; provide recommendations to the HOA for approval, partial approval, or rejection.
- Process and evaluate Requests for Information (RFIs), submittals, change order requests, and substitution requests; coordinate responses with the necessary project partners and HOA.
- Maintain organized project records, including contracts, insurance certificates, permits, daily reports, correspondence, meeting minutes, and as-built documentation.
- Track project budget and schedule; report variances to the HOA board with clear explanations and recommended actions.
Pre-Construction & Procurement Support
- Assist HOA clients with scope development, contractor pre-qualification, bid solicitation, bid leveling, and contract negotiation.
- Coordinate with reserve study specialists, engineers, architects, and other consultants to align project scope with the HOA's reserve plan and long-term capital priorities.
- Review proposed construction contracts and recommend protective owner-favorable terms, including insurance, warranty, retention, and dispute resolution language.
Stakeholder Communication
- Prepare clear, concise written updates and presentations for HOA boards, community managers, and homeowner communities, translating technical issues into plain language.
- Attend evening board meetings and homeowner town halls as required to present project status, respond to questions, and support board decision-making.
- Coordinate resident notifications regarding access, noise, parking, utility shut-offs, and other construction impacts.
- Maintain a professional, service-oriented demeanor when working with non-technical stakeholders, including homeowners and volunteer board members.
Project Closeout
- Manage the punch list process, ensuring all deficiencies are documented, tracked, and corrected prior to final acceptance.
- Confirm receipt of warranties, manufacturer certifications, operations and maintenance manuals, as-built drawings, and final lien waivers.
- Coordinate post-construction warranty walks and assist the HOA in resolving warranty claims during the warranty period.
Required Skills & Competencies
- Working knowledge of construction means and methods relevant to multi-family and condominium projects: building envelope, waterproofing, roofing, decks and balconies, structural repair, plumbing and risers, mechanical systems, asphalt and concrete, and exterior coating.
- Demonstrated ability to read and interpret construction drawings, specifications, contracts, and engineering reports.
- Familiarity with AIA contract documents (or comparable owner-contractor agreements) and standard construction administration procedures.
- Practical understanding of HOA governance: board dynamics, committee structures, reserve studies, special assessments, member meetings, and the political realities of working with a volunteer-led organization.
- Strong understanding of applicable building codes, permitting processes, and local jurisdictional requirements.
- Excellent written and verbal communication skills, with proven ability to translate technical content for non-technical audiences and command a board meeting room.
- Disciplined documentation and project records management; fluency with Microsoft 365, PDF markup tools (Bluebeam or equivalent), and project scheduling software.
- Sound business judgment on scope risk, change order validity, and which battles to fight on behalf of the client.
- Self-directed and entrepreneurial; able to manage multiple concurrent projects without heavy administrative support.
- High integrity and a service mindset — our reputation in the HOA community is our most valuable asset.
Experience & Qualifications
Required
- Minimum 5–7 years of progressive experience in construction project management, owner's representation, or construction consulting, preferably within multi-family, condominium, or HOA projects.
- Direct experience working with HOAs, condominium associations, or community management companies — or a track record clearly transferable to that environment.
- Bachelor's degree in construction management, civil or structural engineering, architecture, or a related field — or equivalent industry experience.
- Valid driver's license; willingness to travel locally and regionally for site visits, board meetings, and inspections (often evenings).
- Ability to walk active construction sites on uneven terrain, climb ladders and stairs, access roofs and crawlspaces, and lift up to 25 pounds.
- Comfortable wearing and using standard personal protective equipment (PPE), including hard hat, safety glasses, high-visibility vest, and protective footwear.
Preferred
- Active CAI and CACM involvement and recognized relationships with regional management companies, reserve analysts, and other industry partners.
- Existing professional designations such as CCM, PMP, RS, DBIA, RCI/IIBEC, OSHA 30, AIA, or PE.
- Field experience as a superintendent, estimator, or project engineer with a general contractor or specialty subcontractor.
- Experience supporting construction-defect remediation, litigation-related repair work, or insurance-driven restoration projects.
- Familiarity with state-specific HOA statutes, reserve study standards (CAI / National Reserve Study Standards), and Davis-Stirling-style governance environments where applicable.
How Success is Measured
- Projects delivered on schedule and within the approved budget, with documented variances explained to the board in real time.
- Quality of construction observation records — field reports, photo logs, RFI/submittal logs, and meeting minutes — measured against firm standards.
- Accuracy and timeliness of pay application reviews, change order evaluations, and closeout documentation.
- Client satisfaction and renewal/expansion rates with HOA boards and management companies served.
- Effective management of contractor performance issues without unnecessary escalation to leadership or legal counsel.
- Contribution to firm reputation through professionalism at board meetings, industry events, and on-site interactions.
Working Conditions
- Hybrid schedule: a mix of field site visits, in-person board and OAC meetings (frequently in evenings), and home-office or in-office administrative work.
- Regular regional travel to HOA communities, management offices, and industry events; occasional overnight travel for conferences or distant projects.
- Field site visits include exposure to active construction environments, including noise, dust, weather, and elevated work areas.
Compensation & Benefits
Competitive base salary of $130,000–$150,000, commensurate with experience, plus participation in an Employee Ownership Trust (EOT), similar to a profit-sharing plan. Benefits include health, dental, and vision coverage, retirement plan with employer match, paid time off, professional-development support (CAI dues, designation coursework, conference attendance), and mileage/expense reimbursement.
Pay: $130,000.00 - $150,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Work Location: Hybrid remote in Los Angeles, CA 90028
