What are the responsibilities and job description for the Onsite Community Manager position at Associated Asset Management (AAM)?
Job Details
Description
Position Summary:
Primarily responsible for providing community management and effective customer service to designated condominium communities/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&Rs) and management contracts.
Position Responsibilities
Description
Position Summary:
Primarily responsible for providing community management and effective customer service to designated condominium communities/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&Rs) and management contracts.
Position Responsibilities
- Maintain corporate records of the Association including, but not limited to, approved minutes and other approved actions of the Board of Directors documented in AAM systems, in compliance with all applicable Arizona and federal law.
- Read, review and have a strong understanding and knowledge of Association governing documents, including but not limited to CC&Rs, Bylaws, Rules and Regulations, as well as Arizona and federal statutes relating to Associations.
- Interact with homeowners, vendors and service providers on a frequent basis to promote and maintain high quality customer service for the condominium association.
- Inspect community to evaluate infractions of governing documents and determine whether notices to owners or tenants should be issued; work with owners and tenants to resolve infractions.
- Solicit, negotiate and execute contracts for Association vendors and service providers.
- Act as the direct and main point of contact for Association vendors and service providers.
- Submit work orders to Association vendors and service providers, as needed.
- Evaluate contract performance with Association vendors and service providers; determine, coordinate and implement corrective action as necessary, including but not limited to contract termination.
- Evaluate and approve completed projects with Association vendors and service providers as a prerequisite to final monetary disbursements.
- Plan, budget, advertise, execute and attend Association events.
- Develop and implement policies and carry out tasks assigned by the Board of Directors and AAM.
- Research, create and disseminate communications to owners via newsletters, emails and the web regarding Association activities and policies.
- Review and analyze monthly financial reports; identify, and work with accounting to resolve, any discrepancies in monthly financial reports.
- Research, prepare and provide monthly management and financial reports to the Board of Directors.
- Review and evaluate collections reports; determine discrepancies in or needed adjustments to same; provide direction to the collections department to resolve outstanding liabilities; report to the Board of Directors.
- Review, modify, code and approve Association invoices.
- Schedule, organize and facilitate annual Board of Directors meetings and other special meetings as required by Association policy and Arizona law.
- Facilitate all Association meetings by providing leadership and professional guidance and researching and providing accurate information for the Board of Directors so it may make informed decisions.
- Research and educate the Board of Directors on existing and proposed legislation that would impact Association operations.
- Act as liaison and professional advisor between the Board of Directors, committees and homeowners.
- Research, prepare and provide annual budgets to the Board of Directors; work with vendors and other Association service providers to obtain accurate budget data.
- Communicate with and direct all AAM departments to ensure compliance with AAM contractual obligations.
- Interview, hire and train employees, as needed. Coach AAM employees regarding job performance and expectations; terminate employment relationships when required.
- Handle employee complaints and grievances and discipline employees when necessary.
- Exhibit a proactive approach to management; look ahead to anticipate future needs and reserve expenditures.
- Provide leadership in planning future growth and changes as communities mature.
- Perform other duties as directed.
- Excellent interpersonal skills: outgoing & communicative, socially oriented, poised, effective in groups, articulate, persuasive in expression, strong public speaker.
- Time Management: the ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
- High attention to detail.
- Experience working with HOA's or other entities that involved knowledge and enforcement of Governing Documents.
- Exceptional organization and tracking skills.
- Ability to function efficiently in a high volume, fast-paced environment.
- Ability to proficiently utilize computer programs and company database systems, including Microsoft office, internet and e-mail systems.
- Ability to interact and work positively and effectively with staff and residents at all levels.
- Ability to work collaboratively and cooperatively within the department as well as with other departments.
- Contract administration.
- Vendor management.
- Meeting facilitation with boards of directors and/or business partners.
- In-depth knowledge of budgets, financial administration and general accounting (collections, past due accounts, invoices, etc.), preferably in the HOA industry.
- Proven customer service experience: A strong emphasis on problem-solving, seeking harmony and defusing conflict.
- High school diploma or GED and two (2) years of full time, paid, professional experience working in a Community Manager role.
- Valid driver’s license.
- Three (3) years of experience as an Onsite Community Manager within a Condo Association.
- Utilizing personal automobile for Condominium Association business, as needed.
- Walking communities to inspect common areas per management contract.
- Sitting and standing for moderate periods of time.