HOA Senior Community Manager

Introduction

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary

At Seabreeze Management Company, our motto is “People, Performance, Passion,” 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 Senior Community Manager embodies our motto through proactive leadership. With an emphasis on service, a Senior Community Manager is organized and articulate and consistently puts the customer first.

By partnering with multiple Boards of Directors, the Senior Community Manager must build longstanding relationships to assist in the development of goals for each Homeowner’s Associations. Then, the Senior 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 Senior Community Manager.

The Senior 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 set up. 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® designations.

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 follow-up, 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.
• Make ongoing routine site inspections as per the management contract and provide recommendations to the Board. 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.
• Manage payments and receipts for association. Authorize payment of invoices and 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.
• 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 on the association’s annual calendar.
• Manage association insurance coverage and needs, ensuring adequate and consistent coverage. This may also be coordinated with the assigned insurance coordinator within the company.
• Manage and submit all charge-backs to association(s) monthly for assigned associations.
• Manage litigation needs and provide a status report to the Board. This may also be conducted with the association’s general counsel.
• Manage Association vendors and ensure performance of the scope of work on their contract.
• Oversee and process homeowner violations.
• Responsible for all aspects in the coordination of the annual meeting/election process.
• Responsible for all association files (past and present) in accordance with company standardized hard copy and electronic system.
• Utilize company support staff in accomplishing daily tasks in efficient and professional manner.
• Maintain a chronological file of all duly adopted meeting minutes and resolutions of the Association.
• Maintain a current roster of the names, addresses, and telephone numbers of all unit owners and tenants.
• Submit for Board ratification all contract obligations.
• 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, driver’s license and be able to drive to association clients, potential clients, and other meetings as necessary.
• Manage special projects.