Onsite Community Association Manager & Lifestyle Director

Job Description

Job Description

Position Overview

The incumbent for this position will be assigned to a 55+ community in Delaware, Ohio. The assigned Community Association Manager will have the overall day-to-day operating and management responsibilities for this Association and his/her time will be split between administrative, field and lifestyle responsibilities. The administrative time will be spent in the HOAs clubhouse office dealing with resident visits, phone calls, emails and other correspondence, Association reports and other administrative issues. The field time will be spent with Board and other assigned Association representatives, homeowners and contractors, dealing with a myriad of issues including, maintenance requests, complaints, Board issues, meetings, contractor reviews, property inspections, on-site staff supervision, etc. The incumbent will interface with Board Members, homeowners, contractors, vendors, on-site builder employees, visitors, and other outsiders including realtors, escrow officers, title company representatives, insurance agents, adjusters, etc. Some administrative time may be performed remotely.

The ability to interact with all types of individuals is very important in providing customer service to the assigned client Associations. Other critical personal skills for this position are the ability to multi-task and the ability to stay organized and follow-up and track open issues and communications.

The position requires the ability to have a flexible schedule as some meetings, activities and events are scheduled during the evenings. The scheduling of all board meetings is left to the discretion of the Manager and his/her BOD (board of directors).

The Manager shall participate in on-going professional education through industry seminars, legal seminars and other programs and courses offered by trade professionals and related trade groups in the industry. This includes the attendance of the CAI M-100 course and the achievement of the CMCA certification with the first 12 – 18 months as a Community Association Manager.

The Manager shall become familiar and proficient with available software platforms including the current management and accounting package (Vantaca) and the current communications and tracking portal system for clients (Vantaca and Outlook 365), as well as other software tools (MS Office) as they are made available.

ASSOCIATION MANAGEMENT RESPONSIBILITIES:

· Maintain an ongoing inspection program of all the common exterior land areas, facilities and amenities including but not limited to landscaping, lighting, exterior areas including retention basins, tennis & pickleball courts, bocce courts, pool deck, sidewalks, walking path, community entrance walls, clubhouse gutters, windows, roofs, siding, and painting, and interior common areas which includes the entire Four Seasons clubhouse facility, pool area, pool house, and corresponding mechanical systems including common area HVAC, life-safety, plumbing, electrical, and other related facilities.

· Determines which maintenance and repair work requires outside contractors to perform and arranges for the solicitation of bid proposals; handles the bid requests and vendor qualifications and selections in an efficient and ethical manner.

· Summarizes all bid submittals and presents recommendations to the HOA Board except for those situations where the expenditure is within the Community Manager’s authority and/or the Board has pre-approved the project expenditure limits.

· Supervises and administers ongoing maintenance contracts affecting the common property and home sites and ensures that work is completed per the contract and according to schedule; requests include but are not limited to landscaping, snow removal, HVAC, maintenance, cleaning, powerwashing, painting, etc.

· Reviews all work completed by outside contracts prior to authorizing invoices for payment.

· Accepts Design Review Requests from residents and ensures requests and required documents are received prior to submitting to board and/or DRR Committee prior to submission.

· Identifies and assists the HOA Board in enforcing violations of the Association’s Rules & Regulations, Declarations, By-Laws, and other governing documents; monitors and makes recommendations to periodically update and maintain the Association’s governing documents.

· Composes and sends Violation Letters to residents as necessary copying the HOA Board; handles repeated violations in accordance with the Association’s Violation Enforcement Policy & Procedures and with the assistance of the Association’s legal counsel as required.

· Maintains an adequate inventory of clubhouse supplies needed for ongoing operations.

· Replenishes clubhouse supplies (hand towels, TP, soap, hand sanitizer, gym wipes, ice-melt) as needed.

· Replenishes pet waste station bags as needed.

· Attends HOA Board Meetings and provides the board a meeting packet consisting of an agenda and supplementary reports.

· Assists in overseeing the organization of the Annual HOA Meeting by arranging for the venue, coordinating with LCM on the mass mailing of the meeting notice to homeowners, preparing the agenda, and handling other items relating to the meeting as needed.

· Assists in the planning and implementation of the Annual Operating and Capital Reserve Budgets and adheres to annual budgets.

· Communicates with residents, HOA Board members, Group Organizers, contractors, vendors, and visitors. Communicates with realtors, escrow officers, title company representatives, HOA legal counsels and insurance agents, and LCM Senior Management, Controller and Accounting staff as needed.

· Communicates with residents by returning phone calls and responding to written correspondence and complaints within a reasonable time.

· Keeps the HOA Board apprised of all situations that may require their action or knowledge and communicates all emergencies to the Board as soon as possible following the occurrence of the incident.

RESIDENT & LIFESTYLE DIRECTOR SERVICES RESPONSIBILITIES:

· Conducts meetings with new residents and provides them with a comprehensive orientation of the community and property by referencing the FSCR HOA governing documents and the HOA and Recreation Facilities Handbooks of Rules, Policies & Guidelines and other documents developed by the Association.

· Educates new residents on living in a deed-restricted community (HOA).

· Ensures keypad access system information is kept current, adds new residents, removes previous owners, runs activity reports, enters and deletes misc. vendor and/or service contractor codes as needed.

· Assists residents and Groups and visiting speakers/guests in the scheduling of facilities.

· Assists residents with Card/Rec Room rental.

· Handles the accounting of the Social Events account with Bank using QuickBooks. Deposits event fees, processes reimbursement and vendor checks, and reconciles the account monthly and produces a Reconciliation Report.

· Enters new resident information into the Enumerate Engage (“Engage”) communication website & portal.

· Conducts Engage tutorial sessions to ensure residents are comfortable using the website/portal.

· Provides ongoing resident assistance with Engage.

· Monitors posts for proper channel usage, content value, and actionability.

· Uploads important and informational documents into Resources section of Engage.

· Manages Engage event RSVPs, collects event fees and provides RSVP reports to Event Organizers as needed.

· Manages and monitors the community calendar and all Group calendars.

· Publicizes and promotes events, programs, classes, and activities offered to residents including updates and reminders as needed.

· Attends and chairs the monthly scheduled Social Committee meetings to assist with the implementation of community-wide events, classes and wellness programs.

· Attends other Group meetings as needed to oversee and provide guidance to the Group.

· Develops, coordinates, and implements resident events, programs, classes and activities within approved budget constraints.

· Identifies and contracts instructors for fitness and exercise programs.

· Schedules, maintains, and monitors all programs and fitness classes.

· Plans and facilitates major outings (i.e. Crushers Stadium, Playhouse Square, Casino trips).

· Works with residents to assist in the establishment of special interest Groups. Organizes the first Group Organizational meeting and prepares agenda.

· Assists in the development and adheres to an annual Social Activities budget in collaboration with the Board of Directors.

· Develops plans and budgets for specific events calculating expense and revenue based on past budgets, attendance, and venue capacity. Budget is prepared prior to the event and discussed with Event Organizer to ensure the budget is understood and adhered to ensuring a break-even event.

· Periodically conducts Resident surveys to obtain feedback on past and future program offerings.

SYSTEMS & EQUIPMENT MANAGEMENT

· Enumerate Engage

· Paxton 10 access keypad

· Unifi Protect Security Camera system

· Precor Fitness Center equipment programming\

· Office Suite