Under the direction of the Developer or Board of Directors, the Onsite Community Association Manager is accountable for managing the operations of the community Homeowners’ Association (“Association”), as required in the governing documents, applicable state law, and the Artemis Lifestyles management agreement to: achieve targeted financial and service levels; create social opportunities that enhance the quality of life, sense of community and belonging for its residents; and maintain owners’ property values.
Ensure that Association staff are empowered, enabled and entrusted to perform their roles by defining and communicating expectations; providing tools, training and resources; giving recognition and feedback on performance; and leading by example.
Contribute to the level of trust, confidence and respect that the HOA Board, Artemis staff, resident volunteers, and vendors have in reliability of performance by completing tasks in a timely and effective manner and being fully engaged in delivering an exceptional client and owner experience.
3. PERSONNEL ADMINISTRATION
Ensure personnel numbers and administration meet business needs at all times by: recruiting and retaining adequate and appropriate staff; managing the employee life cycle including hiring, on-boarding, orientation, performance management, career planning and termination; providing encouragement, reward, and recognition; and assisting staff with tasks as required.
4. ARCHITECTURAL REQUEST AND INSPECTION SERVICES
Ensure the timely and accurate handling of architectural requests by overseeing the reviewing of applications for completeness; notifying owners of required documents if not complete; inputting non electronic applications into web portal if appropriate; and notifying homeowners of board decisions.
Ensure safe, secure and guest focused access and movement of vehicles, pedestrians, and watercraft into and around all areas of the property by: managing and monitoring all entries, roadways, waterways, signage, and associated processes, policies, hardware and systems.
Ensure all Association buildings, amenities, landscape, and other common areas are maintained cost effectively and kept operational in a clean, safe, attractive, environmentally friendly, and compliant condition by overseeing the following maintenance activities:
a. ROUTINE DAILY MAINTENANCE
Identifying and documenting daily maintenance requirements (e.g. mowing, weeding, trash removal, cleaning, water chemical balancing); developing work schedule; rostering staff to meet changing business needs; providing tools, processes and training to enable staff to complete tasks; and monitor performance weekly.
b. PREVENTATIVE/CYCLIC MAINTENANCE
Reviewing equipment manuals, consulting with suppliers and reviewing codes to establish and implement annual preventative maintenance schedule.
c. EMERGENCY MAINTENANCE
Identifying planned and emergency maintenance needs (including warranty repairs) through weekly inspections, capturing homeowner feedback; recording and prioritizing issues to be resolved; and responding to emergencies in a timely and customer-oriented manner.
d. REPLACEMENT MAINTENANCE
Conducting a zero-based reserve study every 5 years and updating annually, preparing draft Reserve Budget each year for the Finance Committee, and implementing approved projects in a timely and cost-effective manner.
Contribute to owner/stakeholders’ positive perception, knowledge and image of the Association by: handling inquiries, requests, complaints and disputes in a timely, accurate and guest-focused manner and preparing and distributing information in timely, engaging, readable and appropriate method (such as Newsletter, website, email, or letter).
KEY RESULT AREAS: FINANCE, ADMINISTRATION AND GOVERNANCE
Contribute to the liquidity of the Association by: preparing effective draft budgets; billing and collecting assessments and services in a timely and guest-friendly manner; paying invoices accurately and on time, avoiding late fees and penalties while optimizing cash flow; preparing and distributing monthly financial statements, monitoring performance and taking corrective action as required.
Ensure the timely and cost effective, risk free acquisition of goods and services by identifying needs; specifying requirements (using an RFP when required); seeking prices in line with purchasing guidelines; and using the Titan contract template wherever possible to minimize risk.
10. SAFETY & RISK MANAGEMENT
Contribute to minimizing loss by: developing and implementing emergency and/or disaster preparedness plans; monitoring property access controls; overseeing water quality; reviewing and analyzing incidents, accidents and near misses; implementing and enforcing policies and rules and regulations; identifying and implementing training to meet staff needs; and modeling a safety culture.
Contribute to the compliance of Association with legal obligations by: keeping abreast of changes in legislation effecting the industry; continuing to learn and grow in areas inside and outside the industry that may enhance performance; and acting as a “subject matter expert” for the Board and seeking attorney advice when appropriate.
12. SPECIAL PROJECTS
Ensure the on time, on budget completion of special projects that meet agreed objectives by confirming briefs, developing and implementing project plans, tracking progress and reporting on same.
KNOWLEDGE AND SKILLS
Job Type: Full-time