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Job Title

Community Manager

Location

San Francisco, CA

Job Description

Community Manager Job Summary 

At Bay Area Property Services, our motto is “Leave it better than you found it,” and we live that

motto every day. By continually improving the service we offer our customers and providing

our team with the resources they need, we have the power to create communities wherever

we go. As an engaging, high-energy self-starter, the Community Manager embodies our motto

through proactive leadership. With an emphasis on service, a Community Manager is

organized and articulate and consistently puts the customer first.

By partnering with multiple Boards of Directors, the Community Manager must build

longstanding relationships to assist in the development of goals for each Homeowner’s

Associations. Then, the Community Manager will support the Boards of Directors in deploying

the right strategic plans to meet those goals. All major community projects and issues will be

managed by the Community Manager.

The Community Manager is equipped with industry expertise and comprehensive knowledge

of management practices, accounting procedures, personnel practices, Association CC&Rs and

Bylaws, inventory and procurement, contract relations, association maintenance, and safety

practices. This position includes managing several different accounts during attrition,

transition, and/or account setup. This position also involves working with various department

representatives throughout the company to ensure that all tasks and projects are completed

to meet the needs of our clients. Prior management experience as a portfolio manager is

required, and candidates must hold a CCAM® designation or CMCA®/AMS® designation.

Essential Duties and Responsibilities 

To perform this position successfully, an individual must be able to perform each essential 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.

  • Ensure all Civil Code, State and City statutes and ordinances, and legal document

requirements are met such that the Board of Directors and Association remain

in compliance.

  • Manage Board of Directors, Committee Members, and Community Member

relations. Coordinate, attend and have oversight of all client meetings.

Create agendas for Board and Committee meetings and packets (Board Packets)

in accordance with company procedures. Responsible for all Board meeting followup, meeting minutes, and correspondence.

  • Assist in the preparation and distribution of information materials regarding the

rules and policies of the Association to new owners (which can also be processed

during

escrow); prepare and distribute revisions and amendments of existing rules and policy to

all homeowners.

  • 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.

  • Devise, prepare and implement a system to receive and respond to homeowner’s

maintenance requests. Report, as appropriate, on the status of requests and work

in progress to the Board.

  • Communicate with site inspectors to confirm ongoing routine site inspections are

scheduled per the management contract. When site inspectors are not available,

complete the routine site inspection per the management contract. Notify the board

after the site inspector’s walk of recommendations being provided including

documented violations. Confirm violations are prepared by administrative assistant.

Meet with homeowners when needed to discuss noncompliance issues and

schedule/attend job walkthroughs with vendors.

  • Responsible for association fiscal management including financial statement review

and comprehension. This may also be conducted in conjunction with the assigned

financial representative within the company.

  • Coordinate with the accounting department the preparation of all documents relating

to billing, collection, budget, taxes, audit and financial statement preparation.

  • Advise the Board of Directors about the Association’s current budget and report to

the Board any deficiency in the budget.

  • Monitor and report to the Board homeowner assessment delinquencies and

oversee liens, foreclosures and collection efforts made to collect delinquent

homeowner

assessments.

  • Timely review and authorize payment of invoices. Report discrepancies to the

Board.

  • Manage bid process by obtaining competitive bids for work that exceeds

authorized limit and submit bids to the Board for review and approval. Provide

comprehensive bid comparison charts.

  • Educate association Board Members on changes to legislation that impacts their

association. This may also be conducted with the assistance of the association’s general

counsel.

  • Manage all deadlines (internal company deadlines and external account deadlines)

and update the association’s annual calendar.

  • Manage association insurance coverage and needs, ensuring adequate and consistent

coverage. This may also be coordinated with the association’s insurance broker/agent.

Manage association insurance claims. Timely disperse funds to vendors and

homeowners affected. Provide board status updates and provide board support for

deductible responsibility. Track and bill additional services provided per management

contract.

  • Manage and submit all chargebacks to association(s) monthly for assigned

associations. Manage and submit all additional billing for services provided

outside of the management contract biweekly.

  • Manage litigation needs and provide a status report to the Board. This may also

be conducted with the association’s general counsel. Track and bill additional

services provided per management contract.

  • Manage Association vendors and ensure performance of the scope of work on their

contract. Oversee the violation and enforcement of the community house rules.. Oversee

violations being issued by the administrative assistant. Confirm the violation report is being

updated by administrative assistant. Provide a copy of the violation report to the board.

  • Responsible for all aspects in the coordination of the annual meeting/election

process/election recalls.

  • Responsible for all association files (past and present) in accordance with the company's

standardized hard copy and electronic system.

  • Keep community admin sheets updated.
  • Utilize company support staff in accomplishing daily tasks in an efficient

and professional manner.

  • Maintain a chronological file of all duly adopted meeting minutes and resolutions of

the Association.

  • Oversee administrative assist is maintaining a current roster of the names,

addresses, emails, and telephone numbers of all unit owners and tenants.

  • Submit for Board ratification all contract obligations. Do not sign contracts on board’s

behalf.

  • Supervise and train personnel working on the property on behalf of the Association,

whether employed by the Association or otherwise.

  • Implement Board policy and use good business judgment while enforcing the

governing documents.

  • Attend and exhibit leadership at industry functions.
  • Must have reliable transportation, a driver’s license, and be able to drive to association

clients, potential clients, and other meetings as necessary.

  • Manage special projects per management contract and implement authorization for

additional management services.

  • Action Item List must be completed with the meeting minutes after every meeting.
  • Must be on call for 2 weeks per year. Complete daily on call report each business day

and submit additional billing report timely.

  • Responsible for providing service to the community per contract and billing for all work

done outside of the scope of work.

  • Work independently and in a team environment.
  • Attend and actively participate in evening meetings as required.
  • Attend company events.
  • Request time off vacation at least two weeks prior and coordinate community manager

coverage.

Requirements

Knowledge and Skills

  • 3+ years of experience in the industry, managing homeowners’ associations,

city government, or related experience.

  • 1+ years of supervisory experience across multiple locations; effective in motivating

and building strong teams.

  • Excellent customer service and relationship building background/skills.
  • Comprehensive knowledge of management practices, accounting procedures,

personnel practices, Association CC&Rs and Bylaws, inventory and procurement,

contract relations, association maintenance, and safety practices.

  • Demonstrate effective communication skills consisting of oral, written and listening

skills with the ability to draft, coordinate and make presentations in a Board meeting

setting and a large audience.

  • Collaborative decision-making and problem-solving skills.
  • Strong analytical and creative thinking skills.
  • In-depth experience with project management, budget management, and strategic

goal development.

  • Excellent, effective, and diplomatic verbal and written communication skills.
  • Customer service driven.
  • Proficient in Microsoft Word, Excel, Outlook and PowerPoint.
  • Ability to read and understand financial statements, budgets, and working with

numbers and the ability to explain same to a larger audience, particularly the Board of

Directors.

  • Ability to draft business correspondence and reports along with responding to

inquiries and client concerns effectively and independently.

  • Demonstrate strong organizational skills and time management abilities while

working in a fast-paced, multitasking environment.

  • Set and communicate deadlines and follow through on tasks for clients,

including resident homeowners, committees, and boards of directors.

  • Demonstrate integrity and honesty while interacting with clients and team members

Minimum Education

  • High School Diploma or equivalent required. Bachelor’s degree preferred.
  • CCAM® designation or CMCA® and AMS® designations desired.

Working Conditions

  • Typical office environment – hybrid remote and in-office based on performance. *Subject to change
  • 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.

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Confirmed an hour ago. Posted 10 days ago.

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