ESSENTIAL DUTIES AND RESPONSIBILITIES:
Financial Management:
- Provide financial statements to the Board in a timely manner.
- Verify the association’s bank accounts to ensure current signature cards are on file and reserve accounts do not exceed FDIC insurance levels.
- Ensure the association has a current assessment collection policy and that collection procedures are being implemented according to the policy.
- Investigate any past due payments to vendors, addressing questions, researching and obtaining needed information from staff.
- Ensure the association has appropriate budget and audit agreement in place, reserve study/updates on file and budgets in place for each fiscal year.
- Coordinate audits and membership communications:
- Assist with annual budget and reserve study preparation.
Physical Management
- Work with TMA staff to receive and address maintenance requests and/or escalated complaints concerning the Association’s Common Areas and dispatch to appropriate vendors. Process work orders, as needed:
- Participate on the after-hours emergency teams.
- Prepare monthly site visit reports, initiate work and projects, and document actions taken by the management team.
- Assist with RFP preparation, tracking and communication with involved parties.
- Request bids from insured vendors, as needed by the management team.
Administrative Management
- Ensure that the Association’s records are correctly organized and saved, both physically and electronically, according to Manor’s records retention policies.
- Board Member Communication – Coordinate with Board Members regarding various issues, violations, CC&R’s, returning emails from CM to Board Members. Maintain and update Agendas, Managers Reports and other status reports
- Prepare and distribute written communications, including general correspondence, notices, vendor communications, owner appointments, charge backs, violation notices, etc.
- Draft Board correspondence, as directed.
- Prepare City, County, State correspondence.
- Maintain Lease agreements (send letters to owners requesting copies of lease agreements)
- Manage all Architectural Control requests from residents, including distribution of all rules and providing proper specs and forms for submission to the Board for approval.
- Coordinate monthly newsletter process.
- Maintain and distribute action item reports to the CM and Association Board.
- Coordinate meeting schedules and populate calendar(s) with meeting dates and deadlines.
- Assist in the assembly, packaging, and distribution of Board Meeting Packets.
- Attend board meetings, as requested. Attend annual meetings and participate in check-in/elections/voting, as required, and ensure that all correspondence for the annual meeting are prepared and mailed according to the mandated timeline.
- Facilitate inspection of records by members in accordance with Davis Sterling.
- Maintain and update member information records.
- Assist in the renewal of association insurance policies.
- Other duties as assigned.
QUALIFICATIONS:
The ideal candidate(s) will possess the following:
- Bachelor’s degree, with 3-6 years’ relevant experience in Community Management and/or Customer Service required. Property management, real estate and/or construction industry experience preferred.
- Superior communication skills (oral and written). Must be able to confidently service incoming requests and maintain open dialog and relationship with CM and Board Members.
- Demonstrated project/task planning & scheduling capability and excellent prioritization skills.
- Analytical with exceptional attention to detail.
- Excellent problem-solving skills. Able to identify and resolve problems in a timely manner. Works well in group problem solving situations;
- Ability to multi-task and work well under pressure.
- Able to work both independently and as a member of a team.
- Customer-connected attitude! Ability to accurately and succinctly summarize customer problems to management and other departments.
- Ability to define, implement, and document special projects.
- Must be responsible, highly dependable, extremely accurate and organized.
- Demonstrated ability to prioritize, delegate and project manage tasks. Knows when to involve CM’s and/or other parties in a given situation.
- Pleasant, friendly and professional demeanor.
TECHNICAL SKILLS:
- Proficiency in MS-Office Suite, CRM applications (Salesforce, etc.), internet use, internal office equipment (phone, fax, copier), etc. required.
- Working knowledge of e-mail marketing tools such as Constant Contact, Vertical Response, etc. and social media management techniques.
PHYSICAL DEMANDS:
- Must frequently be able to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
- Position may require a combination of sitting, talking, walking and communicating with peers, Community Managers, Management, as well as, Board members and Home Owners.
- Frequent repetitive motion on tasks, i.e. stapling, typing, filing, etc.
- Reliable transportation; CA Drivers License; DMV clearance
The Manor Association, Inc. is proud to be an Equal Opportunity Employer.
