Community Association Manager Onsite

Description

POSITION PURPOSE

Under the direction of the Developer or Board of Directors, the Onsite Community Association Manager is accountable for managing the operations of the community Homeowners’ Association (“Association”), as required in the governing documents, applicable state law, and the Artemis Lifestyles management agreement to: achieve targeted financial and service levels; create social opportunities that enhance the quality of life, sense of community and belonging for its residents; and maintain owners’ property values.

POSITION FUNCTIONS

1) LEADERSHIP

Ensure that Association staff are empowered, enabled and entrusted to perform their roles by defining and communicating expectations; providing tools, training and resources; giving recognition and feedback on performance; and leading by example.

2) TEAMWORK

Contribute to the level of trust, confidence and respect that the HOA Board, Artemis staff, resident volunteers, and vendors have in reliability of performance by completing tasks in a timely and effective manner and being fully engaged in delivering an exceptional client and owner experience.

3) PERSONNEL ADMINISTRATION

Ensure personnel numbers and administration meet business needs at all times by: recruiting and retaining adequate and appropriate staff; managing the employee life-cycle including hiring, on-boarding, orientation, performance management, career planning and termination; providing encouragement, reward, and recognition; and assisting staff with tasks as required. 

4) ARCHITECTURAL REQUEST AND INSPECTION SERVICES

Ensure the timely and accurate handling of architectural requests by overseeing the reviewing of applications for completeness; notifying owners of required documents if not complete; inputting non electronic applications into web portal if appropriate; and notifying homeowners of board decisions.

5) OPERATIONS

Ensure safe, secure and guest focused access and movement of vehicles, pedestrians, and watercraft into and around all areas of the property by: managing and monitoring all entries, roadways, waterways, signage, and associated processes, policies, hardware and systems.

6) MAINTENANCE

Ensure all Association buildings, amenities, landscape, and other common areas are maintained cost effectively and kept operational in a clean, safe, attractive, environmentally friendly, and compliant condition by overseeing the following maintenance activities:

a) ROUTINE DAILY MAINTENANCE

Identifying and documenting daily maintenance requirements (e.g. mowing, weeding, trash removal, cleaning, water chemical balancing); developing work schedule; rostering staff to meet changing business needs; providing tools, processes and training to enable staff to complete tasks; and monitor performance weekly.

  b) PREVENTATIVE/CYCLIC MAINTENANCE

Reviewing equipment manuals, consulting with suppliers and reviewing codes to establish and implement annual preventative maintenance schedule.

  c) EMERGENCY MAINTENANCE

Identifying planned and emergency maintenance needs (including warranty repairs) through weekly inspections, capturing homeowner feedback; recording and prioritizing issues to be resolved; and responding to emergencies in a timely and customer-oriented manner.

d) REPLACEMENT MAINTENANCE

Conducting a zero-based reserve study every 5 years and updating annually, preparing draft Reserve Budget each year for the Finance Committee, and implementing approved projects in a timely and cost-effective manner.

7) COMMUNICATIONS

Contribute to owner/stakeholders’ positive perception, knowledge and image of the Association by: handling inquiries, requests, complaints and disputes in a timely, accurate and guest-focused manner and preparing and distributing information in timely, engaging, readable and appropriate method (such as Newsletter, website, email, or letter).

KEY RESULT AREAS: FINANCE, ADMINISTRATION AND GOVERNANCE

8) FINANCE

Contribute to the liquidity of the Association by: preparing effective draft budgets; billing and collecting assessments and services in a timely and guest-friendly manner; paying invoices accurately and on time, avoiding late fees and penalties while optimizing cash flow; preparing and distributing monthly financial statements, monitoring performance and taking corrective action as required.

9) PURCHASING

Ensure the timely and cost effective, risk free acquisition of goods and services by identifying needs; specifying requirements (using an RFP when required); seeking prices in line with