HOA General Manager (CA)

About the role

Seabreeze Management Company is a full-service property management firm with a diverse 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. 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.

The General Manager acts as a compass of our motto, “People, Performance, Passion,” overseeing the entire homeowner association under the guidance of the Seabreeze Board of Directors. This role involves sound judgement, analytical decision-making, and implementing best practices to achieve new levels of personalized service across accounting, personnel, association CC&Rs and Bylaws, inventory, procurement, contract relations, maintenance, and safety practices.

Responsibilities

Administration

• Oversee office staff, vendors, and suppliers to attain Association goals as established by the Board of Directors.
• Draft correspondence in response to Board of Directors policies and other communications pertaining to the Homeowner Association.
• Direct and organize all office operations and work efforts/schedules for office staff.
• Ensure adequate insurance coverage for the Association as stated in governing documents and review coverage as necessary.
• Establish and maintain contact with the Association’s general counsel under Board guidelines.
• Review and approve employee timesheets and maintain personnel files, including vacation and sick leave records.
• Perform all other duties as business needs dictate.

Budgeting

• Assist with the creation of the Association’s annual operating and reserve budgets in conjunction with the Board of Directors, Finance Committee, and Management Company.
• Analyze and research probable operating and reserve increases or decreases for specific expense and income items.
• Provide written justifications of budgetary increases or decreases to the Board of Directors.
• Provide budgetary trends and historical comparisons in the Association’s annual budget.
• Review and monitor all Association budget accounts throughout the year to adjust for variances and seasonal changes.

Procurement

• Ensure proper accounting and reconciliation for work and change orders.
• Maintain a vendor list for the Association, ensuring three vetted and qualified vendors for each area: carpentry, concrete, electrical, structural and geotechnical engineering, project management, landscaping (annual maintenance contracts), tree maintenance, and plumbing.

Contract Relations

• Draft specifications for Requests for Proposal under the direction of the Board of Directors.
• Review and monitor open Request for Proposal requirements requiring Board approval.
• Provide the Association’s general counsel with draft bid proposals for review before Board presentation.
• Accept contracts per specifications upon Board approval.

Accounting

• Review and ensure the Financial Manager verifies journal entries via monthly unaudited financial statements.
• Review and approve Association checks for payment of invoices, ensuring appropriate budget line items are used.
• Provide recommendations to the Board regarding effective use of financial resources and expenditure prioritization.
• Monitor delinquent Association Member accounts with Accounts Receivable, ensuring adherence to the assessment collection process.
• Monitor receipt of all monetary payments for amenity and access items, such as key fobs.
• Ensure timely receipt of monthly unaudited financial statements for review by the Association’s Treasurer.

Maintenance

• Review, plan, and schedule maintenance for Association common areas and amenities.
• Assess the overall condition of Association property and amenities with the Maintenance Committee, providing written recommendations to the Board.
• Confer with vendors and contractors to address and resolve issues related to contracted projects.
• Advise the Board of vendor/contractor issues and follow Board guidelines for resolution.
• Inspect and investigate unsafe vendor/contractor practices and recommend appropriate courses of action.

Association Office

• Pre-screen and interview prospective employment candidates.
• Train and supervise new and existing employees.
• Terminate employees as needed, in accordance with company policies.
• Conduct position and wage research to ensure competitive wages, hours, and working conditions.
• Provide guidance and job development to employees on work practices, performance, and policies/procedures.
• Conduct annual performance appraisals and provide recommendations on salary actions.

Requirements

• Minimum of 5 years of community association and/or property management experience.
• 5 years of supervisory experience; effective in motivating and building strong teams.
• Ability to coordinate multiple projects, use time management skills, and exercise independent judgment.
• Intermediate mathematics as well as strong written and oral communication skills.
• Strong internal/external customer relation skills to communicate with all levels of management, employees, homeowners, and stakeholders.
• Ability to work with confidential/sensitive information and use diplomacy and discretion.
• Effective follow-up skills and professional business image.
• Organizational, planning, project management, time management, and problem-solving skills.
• Ability to handle priorities, deadlines, and meet scheduling/attendance requirements.

Qualifications

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

Schedule

Regular business hours with availability for Board meetings after hours as necessary.

Pay

$100,000.00–$130,000.00 per year.