Onsite Community Association Manager- DeLand, FL

About the job

Breeze is a rapidly growing community management company in Tampa Bay and surrounding areas. Our mission is to build communities where people love to live by changing how the resident experience is delivered at every touchpoint. We are heavily invested in technology to help automate processes, simplify experiences, and stay innovative while never losing the human-to-human touch and protecting homeowner investments. We are committed to building trust and inspiring loyalty with every resident interaction.

POSITION PURPOSE

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 Breeze 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.

POSITION FUNCTIONS:

1. LEADERSHIP

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.

2. TEAMWORK

Contribute to the level of trust, confidence, and respect that the HOA Board, Breeze 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 lifecycle including hiring, onboarding, 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.

5. OPERATIONS

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.

6. MAINTENANCE

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.

7. COMMUNICATIONS

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

8. FINANCE

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.

9. PURCHASING

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.

11. GOVERNANCE

Contribute to the compliance of Association with legal obligations by: keeping abreast of changes in legislation affecting 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

• Working knowledge of federal and state laws, Association CC&Rs, Bylaws, and other documents governing the operation of community associations.
• Comprehensive knowledge of management practices, accounting procedures, personnel practices, contract management, facilities and association maintenance, association communications, and risk management.
• A strong financial background with substantial experience in budget development.
• Excellent people skills and proven ability to maintain working relationships with developers, boards, homeowners, vendors, staff, and fellow employees.
• Effective verbal, written, and conflict resolution skills.
• Sound organizational and time management skills.
• Computer Skills: Word, Excel, Outlook, PowerPoint, and Database applications.
• Strong customer focus.
• High integrity, honesty, diplomacy, and professionalism.
• Strong analytical, problem-solving, and creative thinking skills are a must.

QUALIFICATIONS

• In-depth experience with staff management, project management, budget management, and strategic and business planning.
• Must have a valid driver’s license and current vehicle liability insurance.
• Valid Florida Community Association Manager License.
• Proven community association management experience.
• Extensive knowledge of the principles and practices applied in the operation and maintenance of a full-service clubhouse, food & beverage, event management, and other recreational services.
• Extensive knowledge of the principles and practices of recreation programming and community-based recreation for an age-restricted 55+ community.
• Proven supervisory skills including mentoring, directing, reviewing, and hiring.
• Strong leadership and team-building skills.
• Develop client experience including deficit funding.