Community Association Management Coordinator

Why Vacasa

We started with just one home and an idea: to bring homeowners and renters together with smart technology and caring local teams. Today, we’re the largest full-service vacation rental company in North America thanks to the people who give us their best every day. Robust local teams are vital for successful vacation rentals—so much so that local operations teams make up the majority of our workforce. Our operations teams help make vacation memories happen by ensuring a seamless stay for our guests.

What we’re looking for

We are seeking an experienced community association management administrative professional to support the achievement of the organization's business goals as we continue to expand our business. The successful candidate will be a self-motivated, service-oriented individual who wants to be part of an evolving team in a fast-paced, rapidly growing environment. This position requires you to be a liaison between Vacasa Community Association Management and homeowner associations while cultivating strong relationships through written and oral communication.

Compensation

• $19.25 - $24.50 / hour
• More benefits and company perks information below

What you’ll do 

• Work under the direction of the Community Association Manager and perform administrative tasks related to all homeowner associations in Community Association Manager’s portfolio.
• Work closely with board members from all assigned homeowner associations and provide requested information and updates.  
• Make and provide keys to all HOA unit owners (not in the short term rental program) and HOA stakeholders (including contractors) as required by any managed HOA agreement. 
• Maintain HOA computer database in Google Drive and IBS/Imperium.
• Maintain and update HOA members and board rosters.
• Receive and process HOA incoming and outgoing mail.
• Greet owners, contractors, real estate agents, and other stakeholders, assisting as required. Provide excellent customer service.
• Act as primary point of contact for homeowner associations emails, phone calls and walk-in office traffic.
• Organize conference calls and schedule meetings for Community Association Manager and Boards of Directors. 
• Communicate and respond to all homeowners with questions regarding the homeowners association. 
• Send correspondence to homeowners of each association as directed by the Community Association Manager and Board of Directors. 
• Cover the after hours HOA phone line when an HOA Maintenance Team Member is not available to do so.
• Ensure that the Vacasa Community Association Management office has adequate stock of office supplies and purchase supplies when needed. 
• Assist the Community Association Manager in preparing Request for Proposals and bid solicitation outreach notices for capital projects.
• Assist the Community Association Manager in keeping the office running smoothly. Support our Community Association Manager with day to day organizational needs. 
• Research contractors for HOA capital projects and make recommendations to Community Association Manager.  
• Receive proposals from contractors and share with Community Association Manager and board members for work needed at each association.  
• Work closely with Community Association Manager and contractors to ensure properties are maintained and contracted services are scheduled and completed.  These services include snow removal, snow shoveling, common area cleaning, landscaping, and trash disposal, amongst other services.     
• Work closely with Maintenance Manager and Maintenance Technicians to track that properties are inspected and kept up to established community standards. 
• Work closely with Vacasa Community Association Management’ Maintenance Team and schedule routine, preventive, and emergency work for each association.
• Respond to mortgage lenders, realtors, and title companies’ questions regarding association documents and policies.
• Complete forms regarding the sale of homes in the associations managed by the Community Association Manager.     
• Provide new homeowners with information regarding their homeowner association and the role of Vacasa Community Association Management in the Association. 
• Schedule, prepare, and deliver information for monthly association Board of Directors meetings.  
• Schedule, prepare, and deliver information for annual homeowner association meetings.
• Reserve facilities for HOA meetings.
• Attend association board and annual meetings.
• Calculate the presence of quorum or lack thereof at HOA meetings.
• Post and maintain governing documents, meeting minutes, budgets, financial reports, insurance inform