Community Association Manager

Capital Consultants Management Corporation; Bellevue (WA); On-site; USD 70,000 - 90,000; Full time

Job summary

SUHRCO seeks an experienced Association Manager to oversee day-to-day operations of multiple HOA and condo communities. You will balance administrative, financial, and maintenance tasks while fostering positive relationships with homeowners, residents, and boards.

You will manage budgets, vendor relations, compliance with governing documents, and board meeting prep, ensuring timely communication and proactive problem solving across assigned communities.

Qualifications

• Previous experience in Association Management.
• Knowledge of financial management and legal regulations.
• Excellent communication and customer service skills.
• Proficient in association management software and MS Office.

Responsibilities

• Oversee administrative tasks including records, budgets, invoices, meetings, and proposals.
• Manage financials, budgets, AP/AR, and reports to the Board.
• Coordinate maintenance, bids, and vendor management for communities.
• Ensure compliance with governing documents and laws; advise on violations.
• Communicate with homeowners, board members, and staff; respond within 24 hours.

Skills

Association Management

Financial management

Communication

MS Office

Excel

Conflict resolution

Multitasking

CMCA encouraged

Tools

MS Office

Excel

MGC

HomeWiseDocs

Caliber

Job description

As an Association Manager your primary responsibility is to oversee the day to day operations and management of the common areas of multiple Homeowner Associations HOA and or Condominium Communities Your duties encompass a wide range of tasks to ensure the smooth functioning and upkeep of the communities while fostering positive relationships with homeowners residents and board members Management of an Association is occurring most of the time at the 20000 foot level this differs greatly compared to a Property Manager and requires a manager to have the ability to discern when a deep dive on a particular matter for the client The Association is needed Excellent time management skills a high level of and sense of customer service involving exceptional response times with both internal and external customers as well as a habit and practice of proactively solving problems are all key characteristics of an awesome Association Manager A Real Estate 2010 uS6 Telephfe Key responsibilities include

1 Administrative Management

Managing administrative tasks such as maintaining records preparing budgets reviewing and processing invoices organizing meetings and obtaining proposals Utilizing our standard filing procedures for electronic documents Refer to our filing guidelines document Filing is a VERY important task for our management teams Being able to find the document you are looking for without opening up the attachment is an imperative time saver Examples 01 22 24 BOR MIN APVD or Draft Note that there are two numbers in the date This ensures that the documents are filed in order Property abbreviation is important as well Bids would be saved by Vendor Name first what it is and the date received Maintco Bid D23 Water Leak 02 01 23 All attachments received via email should be saved filed right away for quicker access You are able to email your administrative assistant email attachments to file Ensure that the Associations insurance is renewed timely and being aware of their deductibles Notifying owners when that information changes Ensure compliance with the Association Rules and Regulations Understanding their Governing Documents Declarations and Bylaws and provide guidance to homeowners on adherence to those rules Your Administrative Assistant will prepare the notices at your request and you will proof before sending It is expected that both managers and the assistant would be updating the Property Information Sheets PIS as information is gathered or when things change to help ensure we have details for a community available in the event that we cannot access the server It is highly recommended that each manager has printed copies of these Pl sheets on hand in the event of a power outage or other emergency

2 Financial Management

Develop and manage budgets using the SUHRCO approved templates in most cases Drafts will be reviewed by the Director for initial review prior to delivering a draft to the Board It is recommended that this process is started in July Deadline to approve and ratify budgets is December 5th Oversee financial transactions AP and AR Review accounts payable and accounts receivable reports when prompted by the accounting team Caliber Check invoices for proper coding before approving based on their budget Coordinating reserves transfers when needed Email to the board requiring two approvals from signers stating the specific amount that is being approved Request that the board replies all You would also attach the invoice Once approvals are received on one chain this is forwarded to the accounting team Monitor financial performance analyze variances and provide regular financial reports to the Board of Directors The assistant will deliver and post financials for HO and BOD access after the manager has reviewed and approved Prepare check requests for board member reimbursements project deposits etc Review invoices prepared by the administrative assistant as directed by the manager and or accounting team to bill back for owner responsible expenses Review and update resale certificates on wwwhomewisedocscom Accounting reviews first then will prompt the manager for the final review The manager and the assistant are responsible for ensuring that documents are uploaded as they are approved This would include things such as board approved minutes financial reports insurance certificates COI Audits etc If you have onsite staff reviewing time cards in ADP and approving PTO requests

3 Maintenance and Repairs

An Association Manager is on call for after hours emergencies for their own communities Owners are directed to call the main office line and follow prompts to reach the answering service The service will then reach out to the assigned manager if it is indeed a true emergency Fire Flood Blood Coordinate and oversee maintenance repairs and Reserve projects within the property once approved by the board Weekly review and updating work orders in MGC The Association Manager will obtain bids after confirming with the board the scope of work being requested As a manager it may be necessary to meet a vendor onsite which may be a billable additional management charge to the association The board must be informed of any additional fees

4 prior to performing additional services

Recommend engaging third party project management for projects exceeding 10 of their annual assessment as a best practice The Association Manager is responsible for understanding and referring to the Governing Documents when necessary This includes but is not limited to understanding responsibilities within the community relative to insurance maintenance and vendor management

4 Communication and Customer Service

You and your administrative assistant serve as the primary point of contact for homeowners addressing inquiries concerns and requests promptly and professionally It is recommended that your assistant is copied on all communications in the event you are not readily available We work as a team to help ensure timely completion of tasks and respond to inquiries This also allows the assistant to be at least familiar with the goings on in their communities so they have familiarity when they take those calls SUHRCOs expectation is to reply to inquiries within 24 hours and or the end of the next business day Transparency of association documents is a number one priority We accomplish that by updating the document library regularly on MGC and steering owners to that portal to access association documents Utilize the email broadcast function work order tracking calendar of community events Etc Facilitate effective communication between the Board of Directors homeowners and externalinternal customers

5 Board Meeting Preparation

Plan and prepare for board meetings at least a week in advance Set up the Zoom details if applicable Assist with Agenda preparation Weekly Update to Action Items Reports uploaded for board access Assist with tracking Actions without a Meeting AWM for the board to include in their next meeting minutes Review and assist with Minutes preparation approvals and distribution

6 Compliance and Legal Matters

Stay updated on local laws regulations and Association governing documents to ensure compliance Address violations enforce rules and handle disputes or conflicts within the community Advise the use of legal counsel when there is any gray area or something is being disputed

7 Community Engagement

Assist in fostering a sense of community by helping the board and or committees communicate with all owners as they organizing events activities and social gatherings Collaborate with residents to address community needs and enhance resident satisfaction

8 Risk Management

Identify potential risks and liabilities within the property and implement measures to mitigate them SUHRCOs expectation is that an Association Manager is performing an in 6 person site visit with or without the Board at least quarterly as a minimum Your site visit report would be provided to the board ahead of the board meeting Ensure the property is adequately insured and address safety concerns promptly

9 Strategic Planning

Collaborate with the Board of Directors to develop long term strategies and goals for the property Propose initiatives to enhance property value improve amenities and enhance the overall quality of life for residents This involves ensuring that their reserve studies are completed annually in time for use while budget planning for the next year The Association Manager is expected to review these in detail and be aware of upcoming projects and be prepared to make recommendations to the board on what projects they might focus on the following year

Preferred Qualifications

• Previous experience in Association Management
• Strong knowledge of Management principles financial management and legal regulations
• Excellent communication customer service experience negotiation and conflict resolution skills
• Proficiency in software platforms for Association Management and use of MS Office including Excel
• Ability to quickly pick up use Of platforms that may be new to a manager
• Caliber MGC and Homewisedocscom are currently in use at SUHRCO
• Ability to multitask prioritize and work independently with minimal supervision
• Certification in Community Association Management CMCA is encouraged