HOA Manager

RS Fincher; Apex (NC); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Dental insurance

Paid time off

Vision insurance

Job summary

A community management firm in Apex, North Carolina is seeking a Community Manager to oversee network operations with the Board, manage property maintenance, and handle financial records. The ideal candidate should have experience with property inspections, strong communication skills, and the ability to track work orders and homeowner requests.

Qualifications

• Experience with property inspections and maintenance needs identification.
• Ability to maintain files and records.
• Strong communication skills with homeowners and board members.

Responsibilities

• Coordinate meetings and assist the Board with various tasks.
• Inspect properties and coordinate maintenance and repairs.
• Manage financial records and work with the Board treasurer.
• Help establish maintenance policies and checklists; advise on legal agreements.
• Consult with the Board on standards for the Association.
• Perform property inspections twice a month and drive-through assessments.
• Identify maintenance needs and coordinate with the board; enforce covenants.
• Coordinate maintenance and repairs as directed by the board.
• Inspect completed work and approve invoices with board.
• Distribute appropriate literature to homeowners and the Board.
• Initiate correspondence with governmental officials, legal, contractors, homeowners.
• Maintain files and records (minutes, bylaws, covenants, policies, contracts, financials, insurance, correspondence, work orders, invoices).
• Track homeowner requests, complaints, ARC requests, and work orders.
• Put together scopes of work for requesting proposals from contractors and manage maintenance, repairs, grounds, pool, clubhouse.
• Maintain communications with each Board member, homeowners, contractors.

Job description

Benefits

• Competitive salary
• Dental insurance
• Paid time off
• Vision insurance

Job Description of Community Manager

• Board • Coordinate meetings • Attend scheduled and special Board meetings • Working with the board, issue meeting agendas and notices, attend meetings, and distribute Board packages, as well as mailout for annual meeting packages • Communicate all known matters of importance to the Association • Some Assistance with Association’s committees, at direction of the Board • Obtain contractual quotes for the board, as directed by the board • Assist Board with understanding Articles of Inc., Covenants, and By-Laws and recommend attorney counsel as appropriate for legal matters • Work with board to establish maintenance policies and checklist for maintenance responsibility (Whether resp. with HOA or owner) and recommend attorney agreement • Consult with the Board on standards to be maintained for the Association

Maintenance

• Property Inspections (twice a month) – mostly drive through, unless otherwise specified in contract Walk throughs to identify needs must be done with at least one board member.
• Identify maintenance needs of the property with the board and act in accordance with board direction
• Recommend preventive maintenance programs as appropriate and as laws may change
• Enforce the community legal documents; covenants, restrictions, rules, by-laws at the direction of the board of directors
• Coordinate maintenance and repairs as directed and/or discussed with the board
• Inspect completed work for approval of invoices and ask board for their satisfaction and approval of payment, as discussed with board. Cannot climb ladders. (Community Manager job is one of administrative assistance with some clerical and basic knowledge of satisfactory repair on small projects.)

Administration

• Distribute appropriate literature to homeowners and the Board w/ Board approval and as directed by the board
• Initiate general correspondence dealing with business matters of the Association between governmental officials, legal, independent contractors, homeowners and other entities with the Association has business matters, as directed and approved by the board
• Maintain files and records (minutes, bylaws, covenants, policies, contracts, financials, insurance, correspondence, work orders, invoices, etc.)
• Track and log homeowners requests, complaints as appropriate – not all calls need recorded
• Track and log work orders and ARC requests
• Put together scopes of work for requesting proposals from contractors and as approved by the board – for maintenance, repairs, grounds, pool, clubhouse, etc. as directed by the board and as is the responsibility of the HOA
• Maintain communications with each Board member, homeowners, contractors, etc. as appropriate

Accounting

• Work with board treasurer and RS Fincher Accounting Manager regarding hoa budgets, monthly financial statements, collecting dues, deposits, bills, invoices, maintain bank accounts, invest funds, assist CPA w/ audits and reconciling bank statements
• Assist Board in development of a reserve account and obtaining reserve study and updates of same
• Limit unapproved expenditures per the management contract.

Insurance

• Solicits, procure and maintain insurance coverage as approved by the board and as required by governing documents and state/federal requirements
• Ascertain replacement value or required value
• Process Association's insurance claims

Technology

• Maintain and provide access to association records, as appropriate and following the HOA documents and statutes of the state
• Maintain homeowner database/members registry
• Provide a basic web presence for each client associations to download association rules, by-laws, covenants, clubhouse reservation forms, and other online documents

NOTE

1. All service provided to an HOA must be accomplished per the management – Association contract, nothing less and nothing more. Questions or concerns regarding the contracts are discussed only with Sheri Fincher – either with the community manager or board member.

2. A community manager is not an attorney, engineer, general contractor, insurance agent or underwriter, CPA, etc. and should not act as one nor interpret law, contracting or engineer details, etc. The community manager is contracted to work for and Association under the direction of the board of directors.