Community Manager

About the role

The Community Manager serves as the primary day-to-day manager for a large-scale master-planned waterfront community and is responsible for homeowner relations, architectural administration, compliance enforcement, vendor coordination, committee support, and operational oversight.

Responsibilities

• Respond to homeowner inquiries, complaints, and service requests in a professional and timely manner.
• Meet with homeowners regarding community concerns, maintenance issues, violations, architectural matters, and operational issues.
• Maintain positive homeowner relations and provide exceptional customer service.
• Resolve homeowner concerns and escalate matters to the General Manager as appropriate.
• Conduct routine community inspections and document findings.
• Prepare and issue violation correspondence.
• Track compliance deadlines, hearings, and enforcement actions.
• Follow up on enforcement matters and monitor corrective actions.
• Maintain compliance logs and inspection records.
• Prepare reports regarding community compliance matters.
• Cook up hearing preparation and homeowner communications related to enforcement matters.
• Coordinate vendor and maintenance management.
• Coordinate vendors, contractors, consultants, and service providers.
• Obtain bids and proposals for Board consideration.
• Schedule repairs, maintenance activities, inspections, and project meetings.
• Follow up on open work orders and project status.
• Verify completion of contracted work and prepare status reports.
• Meet vendors on-site and conduct project inspections as necessary.
• Monitor contractor performance and vendor compliance requirements.
• Review bids and proposals for completeness and conformity with Association requirements.
• Aid homeowners throughout the architectural review process.
• Coordinate implementation and communication of ARC decisions.
• Board & Committee Support.
• Prepare Board and Committee meeting packets.
• Draft agendas, manager reports, correspondence, action item lists, and meeting materials.
• Attend Board and Committee meetings as assigned.
• Provide professional recommendations regarding operational matters.
• Follow up on Board and Committee directives.
• Coordinate meeting logistics and maintain meeting records.
• Aid with annual meetings, elections, membership communications, and other Association functions.
• Maintain action item tracking logs and ensure timely completion of assignments.
• Administrative Operations.
• Manage homeowner, Board, Committee, and vendor correspondence.
• Maintain Association records, databases, and files.
• Maintain homeowner ownership and resident information.
• Track contracts, insurance certificates, and vendor compliance documentation.
• Process routine approvals, requests, and administrative matters.
• Aid with office operations and workflow management.
• Prepare notices, mailings, newsletters, e-blasts, and community communications.
• Maintain electronic and hard-copy Association records in accordance with company policies.
• Financial & Operational Support.
• Assist the General Manager with budget implementation, legal coordination, and execution of Board-approved policies, projects, and initiatives.
• Review invoices for accuracy, completeness, and contract compliance.
• Aid with vendor contract administration and procurement processes.
• Monitor operational projects and provide status updates.
• Cook up information and reports necessary for Board review and decision-making.
• Aid with preparation of annual budgets and reserve planning information as requested.
• Maintain regular communication with the General Manager regarding community operations, homeowner concerns, vendor performance, project status, compliance matters, and emerging issues requiring management attention.
• Consult with and obtain direction from the General Manager on matters involving legal issues, significant homeowner disputes, contract interpretation, budget impacts, policy matters, and operational decisions that may materially affect the Association.
• Operational Leadership.
• Independently manage operational matters and routine decision-making within the scope of authority established by the General Manager.
• Cook up and monitor the implementation of Board-approved projects and committee assignments.
• Exercise sound judgment in resolving community issues and operational challenges.
• Respond to and coordinate property-threatening emergencies, contractor response, and homeowner communications as necessary.
• Work closely with the General Manager to implement Board directives, operational priorities, and strategic initiatives.
• Keep the General Manager informed of significant operational issues, resident concerns, vendor performance issues, project developments, and matters requiring management review or Board consideration.
• Ensure that all major decisions, recommendations, and actions with potential financial, legal, operational, or reputational impact are reviewed and coordinated with the General Manager prior to implementation.
• Cook up with the General Manager in developing solutions to operational challenges and recommendations for Board consideration.
• Escalate significant legal matters, major capital projects, personnel issues, safety concerns, and strategic decisions to the General Manager for review and direction.
• Support the General Manager in achieving the Association's operational goals and objectives.

Requirements

• Minimum of three (3) years of HOA Community Management experience.
• Experience managing large-scale communities with multiple committees, extensive vendor coordination, architectural review processes, compliance administration, and capital improvement projects preferred.
• Strong knowledge of the Davis-Stirling Act and California HOA governance.
• Experience with ARC administration, compliance enforcement, homeowner relations, and Board support.
• Strong project management, organizational, and follow-up skills.
• Excellent verbal and written communication skills.
• Strong professional writing skills with the ability to prepare Board reports, homeowner correspondence, violation notices, meeting minutes, and project updates.
• Ability to effectively manage multiple priorities and deadlines.
• Strong customer service and conflict resolution skills.
• Ability to exercise sound judgment and make independent decisions within established authority.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and property management software.
• Ability to work independently while maintaining close coordination and communication with the General Manager.
• Professional demeanor, appearance, and business etiquette.
• Licenses & Certifications.
• CMCA designation required.
• AMS designation preferred.
• CCAM designation desirable.
• Valid California Driver's License and proof of automobile insurance.