Community Association Manager

Job Description

Job Description

Natural Retreats is looking for a Lead Property Manager / Community Association Manager to join our 360 Blue team at Villa Coyaba in Destin, FL!

The Lead Property Manager / Community Association Manager (CAM) is a leadership role responsible for developing, supporting, and overseeing team members. This position also serves as the primary point of contact for homeowners and association board members at Villa Coyaba, fostering positive relationships through proactive communication and exceptional customer service. Core responsibilities include overseeing property operations; ensuring housekeeping, maintenance, and inspections are completed to established standards; coordinating vendor services; assisting with budget administration; supporting association compliance efforts; and performing general administrative duties related to both property and community association management.

COMPENSATION: $65,000 - $75,000 / year dependent upon skills and experience.

BENEFITS & PTO: Natural Retreats contributes to both employee and dependent premiums!

• 15 vacation days
• 9 holidays
• 7 sick days
• 5 NR Days with a $1,500 allowance to book a NR/360 Blue vacation home!
• Maternity AND Paternity Leave
• Medical (Traditional PPO-style plans and High Deductible Plan w/ HSA)
• Dental
• Vision
• Flexible Spending Accounts (medical and dependent care)
• 401K retirement plan options with 3.5% company match
• Short and Long-Term Disability Insurance (100% company paid)
• Basic Life Insurance Policy of $50,000 (100% company paid)
• Supplemental Life Insurance (Employee, Spouse, Child)
• Company Cell Phone

ESSENTIAL FUNCTIONS:

• Coach, mentor, and support direct reports in both daily execution and professional growth.
• Conduct regular 1 on 1 meetings, performance reviews, and feedback conversations, documenting where appropriate.
• Ensure all payroll-related items, such as PTO approvals, and reimbursements, are processed accurately and in a timely fashion.
• Support hiring, onboarding, and training of new staff.
• Disseminate information to ensure team members are knowledgeable and execute consistently according to expectations.
• Foster accountability, consistency, and collaboration across the team.
• Set an example of professionalism by work ethic, appearance, teamwork, preparedness, and every other facet to build trust, confidence, and respect from all those you work with.
• Serve as primary liaison between the Board of Directors, residents, vendors, and management company.
• Oversee daily operations of the Association.
• Ensure compliance with governing documents, rules, regulations, and applicable Florida statutes.
• Prepare Board meeting agendas, management reports, and supporting documentation.
• Attend Board and Annual Membership meetings.
• Assist with implementation of Board directives and strategic objectives.
• Provide recommendations regarding operational improvements and capital planning.
• Assist in preparation and administration of annual operating budgets.
• Monitor expenditures against approved budgets.
• Assist with reserve projects and capital improvement planning.
• Manage capital improvement projects from planning through completion.
• Conduct routine inspections of common areas to identify maintenance, safety, and appearance concerns.
• Develop preventive maintenance schedules.
• Manage the full vendor management process, including soliciting proposals and bids, negotiating and administering service contracts, evaluating vendor performance, and ensuring compliance with all insurance and licensing requirements.
• Oversee life safety and emergency preparedness programs, including coordinating emergency response efforts during weather events and other incidents to help ensure resident safety and operational continuity.
• Ensure compliance with OSHA, local regulations, and association policies.
• Act as dedicated point of contact for homeowners by completing the following duties which include but are not limited to:
  • Assist with developing strategies to implement within the management contract, which will achieve the desired competitive edge.
  • Proactively understand homeowner expectations, including revenue targets, and consistently communicate and monitor satisfaction;
  • Communicate in a timely manner;
  • Answer questions and address client relations matters or concerns; and
  • Develop and maintain quality relationships.
• Ensure successful onboarding of new homeowners and properties, including verifying required information is entered accurately into the system, proper permitting is completed, scheduling photography, etc.
• Recommend and manage vendor outcomes for direct repairs and services, and approve vendor invoices.
• Review and approve homeowner charges and credits to produce accurate statements by applicable deadlines.
• Prepare for guest’s arrival to the property by completing the following duties, which include but are not limited to:
  • Conduct recurring weekly or biweekly property walk-through inspections to maintain full familiarity with the condition, readiness, and overall presentation of assigned homes.
  • Ensure home meets housekeeping brand standards in terms of safety, cleanliness and hygiene;
  • Ensure all home systems are in operating order; and
  • Stage the property per standards.
• Inform management of issues that have the potential to escalate and work collaboratively to take the proper steps to guarantee guest and homeowner satisfaction.
• Complete and provide feedback on any operational reports and inspections according to Natural Retreats policies and procedures.
• Conduct investigations and complete reports according to Natural Retreats’ policies in the event of accidents or injuries or instances of property damage or missing items.
• Act as a brand ambassador, promoting all Natural Retreats’ destinations and services to guests and colleagues alike.
• Ensure ongoing, open, honest, and timely communication with manager, onsite staff, and all departments.
• Provide a high level of dedicated customer service, regularly interacting and communicating with current homeowners to keep them informed while sustaining and cultivating the relationship.
• Work directly with homeowners to ensure their homes are furnished and replenished as necessary using approved suppliers and equipment.
• Assist with establishing property minimum inventory requirements and requisition all items needed for maintenance and home replenishment.
• Gain full knowledge and maintain all operational systems and services in rental properties as required, including but not limited to gas, water, sewage supply, etc.
• Create action plans for homes.
• Work closely with manager to implement and maintain procedures relevant to the site to increase profitability, performance, and efficiencies.
• To be accountable for owners’ invoice postings, and if issued, the responsible use of a company credit card.
• Utilize company software as directed to capture information, communicate effectively with others, and streamline processes.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the Team Member for this job.

EXPERIENCE & SKILLS:

REQUIRED

• High School Diploma or Equivalent
• Active Florida Community Association Manager (CAM) license
• 2 + years in hospitality, property management experience, and/or other related fields
• Ability to pass pre-employment testing which may include drug testing and/or background screening
• Must have proficiency with Microsoft office suite including Excel, Word, PowerPoint and Outlook and additional ability to learn and excel at new software programs
• Advanced interpersonal skills with the ability to make strong personal connections and/or effectively manage conflict with homeowner and co-workers
• Proficiency in written and verbal communications to multiple stakeholders both internally and externally 
• Proficiency in leading a team through clarity in goal setting, communication, accountability and process & interpersonal problem solving 
• Ability to manage and prioritize required outcomes for self and team to meet deadlines in a fast-paced environment demonstrated by the following: 
  • Advanced organizational skills,
  • Ability to effectively follow-up on outstanding needs,
  • Ability to respond quickly and efficiently,
  • Highly motivated, can-do attitude,
  • Problem solving and decision-making skills,
  • Capacity to read situations, understand environments, and respond accordingly,
  • Good listening skills,
  • Keen attention to detail
  • Ability to anticipate business needs; and
  • Ability to empower and delegate to others
• Ability to be flexible and work in a fast-paced environment with hours of work varying, especially during peak season
• Experience managing vendors, contracts, and capital projects
• Strong budgeting and financial management skills
• Must demonstrate Enthusiasm for Natural Retreats and all associated brands 

DESIRED

• 3 + years of Community Association Management experience
• Experience working directly with HOA Boards
• Knowledge of Florida statutes governing Homeowners' Associations
• Experience managing luxury or resort style communities
• Project management experience
• Proven experience leading a team

HOURS OF WORK:

This is a full-time position. Due to the nature of the job, the team member should be flexible with their hours. Due to possible guest issues, the team member should be able to respond by getting to the property within 20 mins if a guest calls and has an issue while in residence. Weekends and holidats will generally be busy with guest arrivals and departures and are considered working days. We encourage all team members to take two (2) days off per week where possible, knowing that guests can arrive at unpredictable times. The team member should always be available in case of an emergency, which includes evenings and on-call hours. Generally, this will mean be available during the workday of 8 am - 6 pm although on occassion this will vary according to occupancy of the homes with the expectancy to answer after-hours calls. Generally, this may mean working some inconsistent hours. Exact daily schedules may vary from season to season and differ from in-season to off-season. Vacation is taken outside of peak season.

**To be eligible for employment, candidates for this safety sensitive position, must pass a pre-employment (5 panel non THC) drug test upon hire. A positive test result may lead to the withdrawal of the job offer.

**As part of our hiring process, we conduct pre employment background checks. This may include but is not limited to criminal and motor vehicle records. Prior criminal history does not exclude candidates from consideration. By applying for this position, you consent to undergo a background check.

Persons with disabilities needing accommodation in the application process, or those needing job postings in an alternative format may email a request to hr@naturalretreats.com.

Natural Retreats is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, gender expression, pregnancy, childbirth or related medical condition, religious creed, physical disability, mental disability, age, medical condition (cancer), AIDS/HIV, marital status, veteran status, sexual orientation, genetic information, or any other characteristic protected by federal, state or local law. We are dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, Team Member activities and general treatment during employment.

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