HOA General Manager (CA)

Description

Introduction: 

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 150,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 35 years. With offices throughout California, Nevada, Arizona, Idaho, and Washington Seabreeze and its family of companies has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable,” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary:

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we have the power to create communities wherever we go. Through sound judgement and analytical decision-making, the General Manager acts as a compass of our motto and, under the guidance of the Seabreeze Board of Directors, oversees the entire homeowner association.

With sound industry knowledge, the General Manager is a seasoned leader who looks to implement best practices and achieve new levels of personalized service. From accounting procedures, personnel practices, Association CC&Rs and Bylaws, to inventory and procurement, contract relations, association maintenance and safety practices, the General Manager has the breadth of knowledge that drives successful property management strategies.

Essential Duties and Responsibilities:

Administration:

• Oversee and manage office staff, vendors, and suppliers to achieve Association objectives as defined by the Board of Directors.
• Organize and direct all office operations, including managing schedules and ensuring efficient workflow.
• Draft and manage correspondence in line with Board policies and Homeowner Association requirements.
• Ensure adequate insurance coverage for the Association, reviewing and updating policies as necessary.
• Maintain and foster relationships with the Association’s general counsel, adhering to guidelines set by the Board.
• Review and approve employee timesheets, maintaining accurate personnel records including vacation and sick leave.

Budgeting:

• Collaborate with the Board of Directors, Finance Committee, and Management Company to develop the Association’s annual operating and reserve budgets.
• Analyze and research financial data to forecast budgetary needs, identifying potential increases or decreases in specific expense and income categories.
• Provide the Board with written justifications for any changes to the budget, supported by data and historical trends.
• Monitor and review all Association budget accounts throughout the year, making adjustments as necessary to account for variances and seasonal changes.

Procurement:

• Ensure proper accounting and reconciliation for work and change orders.
• Prepare and maintain a comprehensive vendor list, ensuring that each key area (e.g., carpentry, electrical, engineering, landscaping) has three vetted and qualified vendors.
• Manage vendor relationships to ensure timely and cost-effective procurement of goods and services.

Contract Relations:

• Draft specifications for Requests for Proposal (RFPs) under the direction of the Board of Directors.
• Review and monitor RFPs and ensure that all proposals are reviewed by the Board before approval.
• Coordinate with the Association’s general counsel to review draft bid proposals prior to Board presentation.
• Manage the approval and execution of contracts in accordance with Board specifications.

Accounting:

• Review and verify journal entries via the Association’s monthly unaudited financial statements.
• Approve Association checks for invoice payments, ensuring compliance with budgetary guidelines.
• Provide monthly, quarterly, and annual financial recommendations to the Board regarding resource allocation and expenditure prioritization.
• Work with Accounts Receivable to monitor delinquent accounts, ensuring adherence to the Association’s collection process.
• Oversee the receipt and accounting of all monetary payments made to the Association for amenities and access items.