Community Association Manager

Associa; Mequon (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

Associa is hiring a Community Manager I to supervise a portfolio of community associations, coordinating with homeowners, boards, vendors, and Associa staff. The role involves board meeting support, financial disclosures, and site inspections.

You will maintain files, manage procurement, and oversee ARB processes while ensuring timely reporting and adherence to governing documents and management agreements.

Qualifications

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Knowledge of communities, property, real estate, and homeowners associations.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and discretion.
• Self-motivated, proactive, detail-oriented and a team player.
• Effective time management and prioritization.
• Ability to work with multiple stakeholders and in group settings.
• Strong organizational skills and ability to meet deadlines.
• Ability to interpret instructions and follow procedures.

Responsibilities

• Provide overall supervision of a portfolio of community associations.
• Attend board meetings and communicate with homeowners, vendors, and board/committee members.
• Prepare agendas, update reports, and assemble Board meeting packages.
• Prepare annual disclosures, meeting notices, and financial statement packages.
• Coordinate inspections of facilities and common areas and follow up actions.
• Oversee ARB applications and on-site inspections as needed.
• Monitor delinquency rates and coordinate collections processes.
• Maintain and organize unit/contract files and procurement procedures.
• Oversee AP processes per Associa office procedures.
• Collaborate with multiple stakeholders to meet board requests.
• Ensure efficient use of community management tools and procedures.

Skills

MS Office proficiency

HOA knowledge

Effective communication

Confidentiality

Time management

Team player

Organizational skills

Conflict resolution

Self-motivated

Prioritization

Education

Bachelor's degree preferred

Tools

Microsoft Office

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.

Requirements

• 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.
• 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

Company Description

With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com .