Community Association Manager

associacareers; Mequon (WI); On-site; USD 55,000 - 70,000; Full time

Job summary

Associa is seeking a Community Manager I to provide supervision of a portfolio of community associations. You will interact with homeowners, boards, vendors and Associa staff, travel to client associations for meetings and events, and manage administrative tasks and reporting.

Responsibilities include preparing agendas, managing disclosures and annual notices, updating records, coordinating inspections and capital planning, and ensuring adherence to policies.

Qualifications

• Bachelor's degree preferred.
• Community Association Experience preferred but not required.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Strong communication and customer service skills.

Responsibilities

• Travel to client associations for board meetings, inspections and events.
• Prepare agendas and management reports for Board packages.
• Prepare annual disclosures, notices, and financial statements for homeowners.
• Update homeowner/association data in C3 and shared files.
• Coordinate inspections of facilities and arrange follow-ups.
• Supervise operations per management agreement and policies.
• Liaise with the Board and homeowners as needed.
• Handle admin and management duties per Board directives.
• Develop and utilize management tools (calendars, budgets, reports).
• Review monthly financials and present summaries to the Board.
• Advise Board on major capital expenditures as needed.
• Oversee ARB applications and on-site inspections.
• Monitor delinquency and collections processes.
• Keep the Board informed of legal actions involving the Association.
• Maintain unit/contract files and vendor performance.
• Oversee AP processes per Associa procedures.
• Perform other duties as assigned.

Skills

MS Office

Real estate/HOA knowledge

Communication skills

Confidentiality

Team player

Time management

Organization

Conflict resolution

Customer service

Education

Bachelor's Degree preferred

Job description

A Community Manager I is responsible for providing the overall supervision of a portfolio of community associations. The Community Manager I interacts with internal and external customers including homeowners, vendors, board members and committee members, as well as Associa staff.

• Travel to client associations in order to attend board meetings, perform inspections, conduct walk-throughs and attend community events as needed and per the management agreement.
• Prepare agendas, update management reports, and compile documents and copies for Board meeting packages.
• Prepare annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
• Update homeowner and association information in C3 and shared files.
• Coordinate and/or oversee inspection of building facilities and/or common area, and arrange appropriate follow up actions as required.
• Supervise the operation and administration of the Association in accordance with management agreement and the Association's policies and procedures.
• Act as or oversee the primary liaison with the Association Board of Directors and homeowners as needed.
• Perform/direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.
• Ensure Associa community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.
• Review monthly financial reports and ensure management summary is submitted to the association Board of Directors.
• Provide and/or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures as required to maintain the desired community appearance and operation.
• Oversee ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.
• Monitor corporate and client delinquency rates and collections process for account portfolio.
• Ensure Board of Directors is aware of legal actions involving the Association.
• Maintain unit and contract files relating to the operations of the Association.
• Manage routine and special project vendors including procurement as well as performance evaluation as contracted.
• Oversee Associa staff as contract provides.
• Oversee the AP process in accordance with Associa home office processes and procedures.
• Other duties as assigned.

• Proficiency in Microsoft Office products (Word, Excel, Outlook, etc.).
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Proficiency in typical business correspondence (grammar, structure, punctuation, spelling, etc.).
• Proficiency in conflict resolution techniques.
• Professional customer service skills.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• Ability to keep workspaces organized and maintained.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
• Knowledge of company policies, procedures, and forms
• Partner with multiple stakeholders, for example assistant community managers, vendors, peers, clients.
• Must be able to work effectively with others in person and in group setting
• Must be able to prioritize, manage time, and meet deadlines.

• Must be able to communicate effectively and professionally on phone, email, and in‑person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).

• Bachelor's Degree preferred
• Community Association Experience preferred but not required

Working Conditions:

• Typical office environment
• Frequent social interaction