California Association of Community Managers is hiring: Onsite Community Manager

Summary:

The Onsite Community Manager assists Virtual HOA Management in the management, operation and administration of the Association and is responsible for the oversight of all the operations of all assigned Association. The Onsite Community Manager is an agent acting on behalf of the Association and as such, has the authority to execute or enter contracts on behalf of the Association only as directed by the Board. The Onsite Community Manager’s authority and duties are defined by the Board of Directors of the Associations and the Association’s contract with Virtual HOA Management. The Community Manager prepares for, and participates in, all executive, general and annual meetings of the Association.

Competencies:

1. Must be comfortable working in an environment where continuous improvement is expected.
2. Must be able to work independently and manage priorities and assignments using suitable time management, organizational and follow-up skills.
3. Must have sound judgment and be able to make independent decisions and recommendations along with innovation in resolving situations and concerns.
4. Must have strong customer service skills and be diplomatic and sensitive when dealing with Board members, homeowners, vendors, and staff.
5. Must have strong supervisory skills with the ability to train and motivate staff.
6. Must treat clients, co-workers, and subordinates in a professional, courteous manner always.
7. Must have integrity, be honest, trustworthy, loyal, and objective. Must maintain confidentiality and display professionalism.
8. Must have a solid understanding of California Common Interest Development law and requirements.
9. Capable of typing at 50 wpm.
10. Must be available by phone 24 hours a day to respond to emergencies during the assigned On-Call periods, as designed by management.
11. Must exemplify and practice the Core Values of Virtual HOA Management: Accountable, Curious, Disciplined, Empathetic, Productive & Transparent.

Essential Duties and Responsibilities:

Administrative:

1. Maintain past and current records and files, electronic and physical, relating to the operation and management of the assigned Association in a neat and orderly manner.
2. Maintain a current, accurate roster of the names, addresses, and telephone numbers of all unit owners and tenants.
3. Communicate regularly with members including regular e-mail blasts, updates to the Association’s portal and such other forms of communication as may be reasonably requested by the Boards.
4. Oversee the reservation and scheduling of common area rooms and items.
5. Track and follow through on all issues of non-compliance in accordance with adopted Association policies and procedures and applicable laws.
6. Process and track all architectural submittals in accordance with adopted Association policies and procedures and applicable Civil Code.
7. Work with committees and Board of Directors, attend meetings, and assist as needed.
8. Monitor storage, parking space, and any other exclusive use amenities.
9. Maintain Association’s Portal.
10. Monitor the insurance renewal process, obtain proposals, interact with agent, and file claims as needed.
11. Maintain a contract list, monitor, request renewal proposals, and send cancellation letters when required. Ensure the continuation of all contracted services.
12. Maintain an up-to-date Association profile including annual and maintenance calendars.
13. Assist in the preparation and distribution of informational materials regarding the rules and policies of the Association to new owners and prepare and distribute revisions to and amendments of existing rules and policies to all homeowners and tenants.
14. Develop and update Association procedures as required.
15. Implement Board policy and use good business judgment while enforcing the governing documents, David Stirling Common Interest Development Act and Civil Code.
16. Submit for Board ratification all contract obligations.
17. Implement Board policy and directives within the scope of the management contract.

Meetings:

1. Schedule, notice, coordinate, and attend all Board and general membership meetings per Board of Directors. Prepare necessary materials such as notices, agenda, reports, and Action Item Lists.
2. Prepare and distribute at least seven (7) days prior to any regularly scheduled Board meeting all written documentation needed by the Board to enable it to conduct its meetings.
3. Take minutes. Prepare a record of action taken at Board and Membership meetings as a representative of the Association.
4. Maintain an updated and current electronic Action List from Board meetings and ensure that Board members have access to same.
5. Maintain an up-to-date record of meeting minutes in AppFolio, for homeowner access and escrow purposes.

Maintenance:

1. Supervise all maintenance, landscape and other service personnel and programs.
2. Obtain competitive bids, review, and analyze, and submit to the Board for approval.
3. Schedule, coordinate and monitor the activities of each contractor, vendor or service provider who is working in the Association’s common areas and report the progress made to the Board.
4. Monitor and report on the status of all member maintenance requests.
5. Review the reserve study on a periodic basis and make sure all replacement items are scheduled as required.
6. Complete regular property inspections and ensure all maintenance items are managed timely.
7. Ensure that all preventative mechanical maintenance work is recommended to the Board of Directors in a timely fashion and that all necessary inspections are done to stay in compliance with State and Federal regulations.
8. Prepare schedules and establish priorities for routine and special work projects.
9. Process insurance claims when directed by the Board of Directors.
10. Conduct scheduled maintenance walks with vendors with recurring maintenance contracts (Landscaping, Pest Control, Pool, etc.)

Financial:

1. Prepare proposed annual budget with the support of the accounting department.
2. Coordinate and supervise the preparation of all documents relating to billing, collection, budget, tax, and financial statement preparation.
3. Monitor and report to the Board any homeowner assessment delinquencies and oversee collections, liens, payment plans, foreclosures and such efforts made to collect delinquent homeowner assessments.
4. Review, approve, record each invoice, and oversee payment of such invoices.
5. Schedule and coordinate preparation of periodic reserve study pursuant to CC 1365.
6. Analyze financial reports, establish priorities, provide advice to the Board concerning major expenditures, supervise expenditures to conform to budget guidelines, establish budget controls, prepare budget recommendations, and submit a budget draft for Board action and approval.

Resident Relations:

1. Communicate with residents regarding concerns, questions, and requests for service. Ensure that all requests are managed timely.
2. Communicate community-wide maintenance project information to all Owners.
3. Acknowledge all communication within one business day of receipt.
4. Plan and supervise social events as requested by the Board.
5. Prepare newsletters or email blasts to keep residents informed of association events.
6. Communicate with owners on all non-compliance issues.
7. Function as liaison between the Board of Directors and residents in the execution of the established policies.
8. Coordinate and implement resident emergency procedures.

Expectations:

1. Always maintain a positive and helpful attitude.
2. Always maintain a professional demeanor in challenging situations.
3. Maintain confidentiality of all resident and association business.
4. Dependable and punctual.
5. Professional manner and appearance.
6. Available to work outside of business hours (Mon – Fri, 8:15 am – 5:00 pm) on an occasional basis.

Qualifications:To perform this job successfully, an individual must be able to perform each specific duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills:Ability to read and interpret documents with a good command of the English language and to proofread documents. Proficient in English composition, grammar, and spelling. Ability to draft routine reports and correspondence. Ability to speak before groups of homeowners or employees of organizations.

Mathematical Skills:Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute ratios and percentages.

Reasoning Ability:Ability to apply common sense to carry out business objectives and instructions furnished in written, oral, or diagram form.

Computer Skills:Proficient in Windows, Office 365, PDF Editors, AppFolio and Excel.

Physical Demands:The physical demands and work environment characteristics described here are representative of those that must be met by a Community Manager to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Physical Activity Required:
2. Ability to operate a vehicle safely and legally.
3. Ability to operate a computer and cell phone.
4. Ability to tour Association locations.
5. Ability to file, move, and transfer documents from upper and lower file cabinet drawers.
6. Ability to collect, handle and transport Association property.

Work Environment:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Benefits:

1. Medical Insurance (50% of premium covered by VHM), after 60 days of employment.
2. Vision Insurance (50% of premium covered by VHM), after 60 days of employment.
3. Dental Insurance (50% of premium covered by VHM), after 60 days of employment.
4. Life Insurance $50,000 Policy (100% covered by VHM).
5. Long Term Disability 60% of Monthly Income up to $6,000.00 (100% covered by VHM).
6. 401k with up to 4% company match, after 1 year of employment.