Job Description
The Community Association Manager is responsible for facilitating, advising, education, and assisting Board of Directors, their Committees, and Owners, in the daily management and operations of the Association’s business. The Community Association Managers must be pro-active, self-motivated professionals that provide services for multiple client communities. Managers must understand the disciplines and methodologies presented in the areas of budget analysis and preparation, facility management, risk management, and insurance and contract administration, amongst others. Community Association Managers must attain a CAI designation of CMCA within one year of the employment hire date in order to continue employment with the company. The Community Association Manager will report to the Managing Director. Essential Duties and Responsibilities: Client Relations/Service/Satisfaction Serve as a liaison between the Board Members, Service Providers, Owners, and Contractors. Correspond daily with clients within corporate standards (return of phone calls, response to emails and mail). Work with the company to create, implement and participate in Board Member training processes and programs. Initiate, build and maintain strong and productive client relationships. Utilize management strategies and tactics to ensure continuous award of additional services, other contracts, and referrals from clients. Maintain a strong presence in the community. Operating Standards Plan, schedule, organize and facilitate Membership and Board meetings of the Association within the parameters of the governing documents, and in keeping with Company standards. Responsible for the preparation of Board meeting packet to be distributed to the Board of Directors five (5) days prior to Board meetings including: the agenda of the meeting; minutes from the previous meeting; financial report; the attorney’s status report on delinquent accounts; bids and related Association business information for review, discussion, and approval; a monthly management summary to include the work order report; a violation report; and all action items of the Association for the period. Draft minutes from Membership and Board meetings within seven (7) days following the meeting (if applicable). Advise Company Directors of any circumstances that may put one of the client communities in an “At Risk” status. Procure bids for all services provided by the Association including insurance, maintenance, audits, landscape services, pools, etc. Administer Association contracts for utilities and all other necessary services for areas under the control and responsibility of the Association. Additionally place orders in the name of the association for such equipment, tools, appliances, materials and supplies as are necessary to maintain the common areas. Ensure the association’s insurance policy does not lapse and monitor for proper coverage. Cooperate with the Association in investigating and reporting of all accidents and insurance claims, including potential claims. Correspond with association’s legal counsel regarding general Association matters and on obtaining necessary resolutions, legal opinions and status reports. Attend court and depositions on behalf of the association to represent and defend, when applicable. Advise Company Director and President of potential lawsuits naming the Association or Excel Community Management. Partner with Community Support Team to establish, maintain and update current community specific information; ensuring information is loaded into the CINC database system to consistently provide accurate information, communication and service to homeowners. Ensure Association documents are available on both the Dorman CINC Webaxis website and the Association’s website in compliance with CCIOA and all related Senate & House bills. Regularly perform site visits according to assigned Client Association’s Management Agreement to check property conditions, make maintenance recommendations, and note violations in accordance with the Association’s governing documents. Assign emergency repairs involving danger to life or property as immediately necessary for the preservation and safety of the residential units and unit owners in the Association via Company resources and in coordination with Preferred Vendors and/or with vendors chosen by the Board of Directors. Perform on call duties in accordance with the on-call schedule and procedure, consisting of periods of 1-month periods, 24-hours per day. Financial Responsibility Prepare annual budgets no less than 90 days prior to fiscal year end (unless otherwise specified by