Onsite Community Director - HOA (CCA2024-7424)

How would you like to work for a technology-based HOA management company that is growing rapidly, offers opportunities to advance your career, and has a company culture that truly supports its team members? We are a company that understands and appreciates your professionalism and hard work. We are a company that provides support with a Manager Success Group, continuous training, administrative support, etc. to all team members. RealManage is committed to do everything possible to ensure your long-term career success. With RealManage, you are not just an employee, you are family.

Company Overview:

RealManage is a national Inc. 5000 firm with clients and operations in 26 states coast to coast that delivers services to homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. RealManage also serves nationally recognized developer/builder clients.

As one of the largest (#3 out of 5,000+ firms) and fastest-growing companies in the community management industry, RealManage offers exceptional solutions provided at competitive prices with the best people, best practices, and best technology of cloud-based and mobile apps. The RealManage mission is to provide comprehensive and innovative solutions; exceed the expectations of our customers; provide visibility and transparency in all that we do for our clients who place their trust in us; measure our performance and improve at the fastest rate possible; create a work environment that encourages professionalism, growth, and diversity; and grow a financially strong organization which will enable us to provide industry leading innovations apart from our competition.

RealManage is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.
  
  

Responsibilities

The on-site Community Director is vested with the responsibility of many aspects of the daily operations of the community, under the direction of the Community Association Manager. This includes general administration of the on-site office, supervision of the clubhouse personnel and operation of the physical components in accordance with the budget and standard operating procedures.

The Community Director will execute his/her responsibility using the various resources available to achieve the goals and objectives established for the community by the Board of Directors. These resources may include association employees, contract services, outside vendors and other agencies or entities.

The management of a community is a team effort. Every person assigned to a project will play a key role in its success. The Community Association Manager has overall responsibility for the community and will provide oversight, direction, and support to the Community Director to ensure the successful implementation of their job description and any other tasks which may be assigned. It is important for the Community Director to have a clear understanding of a task when it is assigned, and to ask for direction or clarification when it is needed.

INDUSTRY CERTIFICATION

QUALIFICATION: The candidate should possess either a CACM, CMCA, AMS and/or PCAM.

OBJECTIVE: To coordinate, monitor and record on-site administrative and maintenance responsibilities of the association under the guidance, supervision, and approval of the Community Association Manager. Job Objectives Include, but are not limited to the following:

• Have a thorough understanding of the goals and objectives of the community and work toward meeting these goals.
• Utilize all appropriate computer software available through the Management Company to ensure all records are electronically stored.
• Monthly, meet with the Community Manager, at the manager’s office or via virtual platform at an agreed upon date and time.
• Display professionalism and a sense of pride in the performance of your duties and responsibilities to the community.
• Complete all assignments in a timely manner or as requested or required by the Community Association Manager and/or Board of Directors.
• Adhere to all Walters Management company policies and procedures.
• Provide reporting as requested by the Community Association Manager.
• Maintain the registered users for the current entry system to the recreation facilities. Remove residents that have moved from the community and suspend those that have been reported as delinquent or have a property violation.
• Ordering and maintaining supplies for the office, maintenance and janitorial, etc. When purchasing supplies, they should be ordered online and delivered, whenever possible. The intent is to maximize use of time of organizing and managing the facility, event, etc.
  
  

JOB GUIDELINES

ADMINISTRATION: Establish a protocol for residents regarding various requests, comments, and complaints that pertain to the recreation area facilities, architectural improvements, and community activities.

Respond to Inquiries: Respond to inquiries, either in writing, email, or telephone, from residents, vendors, Board, and committee members, in a prompt and timely manner, not to exceed 24 business hours, whenever possible. All responses shall be within the authority given by the Board of Directors and Community Association Manager. This does not include the waiving/removal of penalties imposed by the Board, terms and conditions of contracts, and adding/removing services provided by a contractor.

At no time shall the Community Director sign, or have a Board member sign, a service provider’s (vendor) contract or agreement, unless directed by the Board of Directors.

Record Keeping:

• Using the Management Company software and other available approved means, to maintain accurate records regarding, resident information, work orders, injury reports, inquiries from Board and committee members, etc.
• Review the reserve study to ensure noted projects are addressed in accordance with the reserve study. This should be discussed during the monthly meeting with the Community Manager.
• Plan and attend special events as requested and approved by the Board of Directors. The Community Director shall adjust their schedule, so that attendance at the required event will minimize over-time.
• Act as directed by the Board of Directors and Community Association Manager as permissible under the Management Contract.
• Maintain the community website, App, etc., with current information/documents and current registered users. Also send global emails when needed or requested
• Review monthly, with the Community Association Manager, the actual expenses in comparison to the budget and adjust as required to ensure expenses are within the approved budget.
  
  

Community Director Report:

• Provide a written report for Board meetings to the Community Association Manager at least 8 days in advance of the meeting.
• Each team will discuss the specific details of what is to be included on these reports to ensure that items are presented at the appropriate Board meeting. Minimally, this report shall provide an update to activities of the community and list items that require Board approval. Most items will be discussed in General Session unless it pertains to staff or contracts.
• If an action item requires a proposal, a scope of work should be prepared and there should be a minimum of 3 bids provided with the report. A summary of the proposals must be provided or included in the Community Director Report. Note: These action items will be included on the primary agenda, rather than included on the Community Director report. Items not on the agenda will not be acted upon.
• Action List: Maintain items on the Action List detailing the tasks/projects that were requested or assigned from the Board meeting. In addition, add any action items completed throughout the month. If an item takes more than a month to complete, it will remain on the Action List until completed. Follow up on the Action List item(s) is imperative. Details of each action taken must be noted and include the date of the action. In general, all action items will be noted on the primary action list prepared by the Community Manager.
• Maintain and update the homeowner’s roster to include phone numbers, facility key number, and ID card number, as it pertains to the recreational area access system.
• Log maintenance requests and delegate to appropriate service provider (within scope of authority) and verify completion and date for maintenance log. Note: Work orders are to be generated through the appropriate system to enable the tracking and monitoring of all work requests. These reports will be part of the Board packets.
• Contact vendors to complete a variety of services needed, as requested by the Community Association Manager or Board member. Note: if there is a larger project to be completed, and competitive bids are required, a bid specification is required to be developed and used to help ensure all parties are bidding the same job.
• Notify Community Association Manager after all completed contracted projects.
• On Call: Respond to emergency calls after normal business hours and take appropriate action to minimize damage or loss, while considering the safety and security of homeowners, guests, and others.
• Collect all recreational fees, charges, and expenses to assure compliance with all accounting procedures. Such as room rentals, key fees, etc.
• Maintain the office in a clean, neat, and professional manner.
• Complete or have completed a monthly inspection and report violations that pertain to architectural matters, recreational vehicle parking, and/or other blatant violations.
• Review invoices for payment and forward to Walters Management for Community Association Manager’s approval and payment. If requested by the Community Association Manager.
• Verify the existence of a violation, as received from residents, if requested.
• Require residents that want to complain to submit their complaint in writing. If applicable, use the association Complaint Form. This is in accordance with the Management Contract and most association policies.
• Post appropriate notices, articles, etc. on the association website, web portal, App, etc., if applicable and as requested by the Community Association Manager.
• Process and approve timecards and mileage logs (if applicable) for employees and submit as required.
• Regular meetings with the Community Manager to be scheduled and held at the Community Managers office or via virtual platform. Note: additional meetings with corporate staff may be scheduled and attendance will be highly recommended.
• Provide a weekly update of open projects to the Board and include additional appropriate updates. This may include notes from weekly inspections of the common areas completed by the Community Director and/or Maintenance.
  
  

LANDSCAPE:

• Landscape Inspection, if applicable: Facilitate and attend the regularly schedule landscape inspections. Draft a report that outlines action items that need to be completed or scheduled. This includes obtaining proposals that require approval by the Board, Community Association Manager and/or Landscape Committee.
• The Community Director should complete a routine inspection of the common area landscape, in addition to the monthly walk or drive completed with the contractor.
• Notes of the walks/drives shall be maintained and be made part of the weekly updates and/or the monthly Community Director reports.
• Note: The Community Association Manager may also inspect the Common Areas and may need to provide a separate report or process work orders to address deficiencies.
  
  

ARCHITECTURAL CONTROL:

• Assist the Architectural Committee (AC) and/or the Board of Directors with the processing of architectural requests unless a staff member has this responsibility.
• Receive architectural requests and log before forwarding to AC.
• Return architectural requests and plans to homeowners with AC decision. Note: One set of approved plans must be retained in the homeowners Lot file or electronically.
• Complete a regular inspection of the community and process the appropriate notice for any unauthorized work. The frequencies of the inspection may vary but must be completed on a regular schedule.
• Notify Community Association Manager of any hearings or appeals that need to be scheduled regarding architectural matters. The appeal requests must be received a minimum of 8 days in advance of the Board meeting and hearings must be received a minimum of 12 days in advance of the meeting unless the governing documents provide other requirements.
  
  

BOARD MEETINGS:

• Post notices at clubhouse and on marquee. General Session agenda must be posted 4 days in advance of the meeting and the Executive Session agenda must be posted 2 days in advance of the Board meeting.
• Attend all scheduled meetings. Draft minutes of meetings within 3 days, if requested to attend.
• Prepare the meeting place for all meetings to include setting up chairs and purchasing refreshments, sign in sheets, agendas, name placards, etc.
• Attend committee meetings when requested with the approval of the Board of Directors.
  
  

MAINTENANCE:

• Inspect, or cause to be inspected, all Common Areas, including but not limited to, pool areas, parks, bathrooms, tot lots, etc., on a regular basis, but no less frequent than monthly.
• Record deficiencies, especially those effecting the safety and security of residents that pertain to the common elements of the community.
• Assist in developing, updating, and maintaining the information on the community’s maintenance program.
• Monitor and record the performance of all association contractors on a regular basis per the approved maintenance program guidelines.
• Inspect the community signs for wear and make recommendations for replacement, if needed, to the Community Manager.
• Process work orders, in VMS, to cause the required repairs to be completed.
• Develop a task or project list with the assistance of the maintenance supervisor, if applicable.
• Perform a semi-annual inventory of all Association assets and ensure all assets are logged.
• Update inventory as items are purchased/obtained and/or sold/disposed of.
• Work outside the scope of work, shall be addressed by outside contractors, unless agreed to by the Board of Directors and Community Manager. STAFFING (if applicable):
• Perform initial screenings for hiring of both permanent and seasonal employees with the approval of the Community Association Manager. Community Association Manager shall be notified of the final review and is expected to participate in the final review/hiring. (Final decision to be made and/or confirmed by Community Association Manager.) Note: Unless authorized by the Community Association Manager, no staff member should be a resident of the community.
• Verify that all staff members, that will be driving on behalf of the association, have a valid California driver’s license and proof of insurance.
• Train and evaluate employees regarding their job performance as it relates to their specific job guideline, and prepare document, for periodic performance review. The Community Association Manager shall be part of the review or counseling session.
• It is imperative that any personnel matters stay within the Management Company. If there are issues that arise, they should be brought to the attention of Community Manager or Human Resources Director.
• Any counseling or disciplinary sessions, etc., the Community Manager must be notified and shall be included during these sessions, unless the Community Manager notifies the Community Director otherwise.
• Create monthly work schedule for employees and update as needed.
• New Hire packets shall be reviewed by the Community Association Manager, before being sent to Human Resources, if applicable.
• Track the employee’s anniversary date to help ensure reviews are completed timely.
• Complete the written review with each staff member for Community Manager to review.
  
  

EVENT

COORDINATING:

• This will be included only if the Board of Directors agrees that this function is part of the Community Director responsibilities. If applicable, see the attached exhibit.
  
  

Qualifications

Plus other work related tasks as needed

Qualifications:

• Minimum of two-years in HOA property management; CMCA or state-equivalent certifications desired
• Customer service focused; CAMs service their client on a daily basis
• Listening skills: CAMs need to listen to the problems of a client and provide a solution to meet the requests of the client
• Proactive: CAMs must proactively communicate with their client, team members, and superiors
• Management: CAMs must manage the budget, operations, schedules of a community association
• Winner: RealManage has a winning culture and is second to none
  
  

Pay and Benefits:

$55,000 to $67,000, depending on education and experience.

Benefits include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High Deductible Medical Plan to be eligible)
• FSA
• Education Reimbursement
• 401K matching
• Employee Assistance Program (EAP)
• 11 paid Holidays