Manager Master Associations/ HOA

Job description

Job Summary

The Manager of Master Associations, (MMA), is a collaborative and performance driven leader working with the Board of Directors of Master Associations, Commercial Accounts, real property ownership, affiliated HOA communities and their respective Board of Directors and municipalities as appropriate and needed.

This position will primarily be engaged with significant shared funding capital project management. This entails clear communication with all stakeholders while navigating both the capital budgets and the perimeters of the Governing Documents of project participants. Within the role of a capital project management, the MMA will be responsible for the monitoring of all contracts to ensure quality work is performed on budget and in a timely manner, either directly or through an Engineering Firm serving as an Owner’s Representative.

Strong communication written and verbal skills are critical, including public speaking to a variety of senior stakeholders and owners.

Job Duties and Responsibilities

Board Meetings

Attends all board meetings, providing an agenda, status of prior meeting action items, meeting materials and new business recommendations.

Manages the annual meeting and open board election process incorporating:

Notice of meeting/election per Governing Docs

Call for candidates

Distribution of proxy ballots

Coordination of candidate bios and introductions

Preparation of annual meeting slide deck, in cooperation with each board officer

Promote casting of ballots and meeting attendance in advance, seeking to meet quorum

Pre-meeting proxy ballot count

Coordinate meeting process

In-meeting final ballot count

Liaison with any and all affiliate HOA and commercial space boards and related committees, meeting on a regular schedule basis to provide resources and open communication channels with the board.

Financial Management

Process and properly code all invoices from vendors and service provides via StrongRoom

Oversee timely and accurate ADP payroll processing each pay period

Review and analyze monthly financial statements to ensure accurate and timely reporting

Prepare a monthly Variance Report, describing all material variances to budget and the underlying reasons

Prepare a draft annual Master operating budget for board’s review and approval, according to the Governing Docs

Assist Somerset with coordination of state and federal tax filings

Assist Somerset in securing engagement letters from the board by which to conduct the annual third part CPA audit of the HOA

Ensure capital project expenditures are coded toward Replacement Reserves as appropriate

Facility Management

Review and oversee a Preventive Maintenance schedule that covers all key assets including mechanical, electrical, plumbing, infrastructure, electronic systems, security access and building infrastructure. The GM reviews worked performed with the Chief Engineer and then reports progress to the board during the monthly board meeting.

Responds to repairs and maintenance items that occur with the Chief Engineer with all master associations and commercial accounts.

Oversees project management via the annual Reserve Budget.

Review the Reserve Study annually and make recommendations for modifications.

Walk a portion of your building and parking lot daily, preferably with your Engineer, so that by the end of each week, you have seen and assessed the complete building, garage and grounds. This will give you the opportunity to stay ahead of any developing issues, create opportunities to see and visit with residents and communicate to your staff that you are paying attention to the details.

Project Management

Attend all project meetings and coordinate follow through with the board of directors for all master associations and commercial accounts.

Provide work product and information to Engineering Firms, Attorneys and Contractors as needed.

Coordinate project funding via Special Assessment and bank loan program, acting as liaison with Somerset corporate office and centralized Accounting.

Participate with external project update reporting mechanisms and address follow through on the part of management as appropriate.

Point of contact and liaison for all Master Association capital projects.

Oversee RFP and bidding process, making recommendations to the Master and HOA boards.

Creates capital project budgets, obtaining approval from the Master board.

Ensures QA and RFP specs are adhered to by the general contractor for all projects.

Reviews and gain approvals for construction related project draws to contractors.

Lead homeowner communications on all project status reports and updates.

Coordinate access and informational messaging with homeowners when project work intersects with individual homeowner units.

Oversee in-house Engineering Department as it supports and interacts with project personnel.

Solicits 3 bids on all contracts and service agreements before presenting and recommending options to board.

Administration & Operations

Responsible for maintaining a consistent level of cleanliness during capital project work.

Ensure contract employees sign in and adhere to onsite contractor rules and regulations.

Assists board with annual insurance quotes, comparisons and selection of appropriate carrier(s).

Communications

Manage board member communications, assuring all members are aware of issues, concerns, projects and all relevant matters, as they arise.

Provide board members with sufficient advance notice as possible, and provide as much information that is available, to assist board with decision making.

Support TownSq application and training across all system users.

Assemble and share a weekly update report to the board of directors, with bullet points of action items accomplish, and a status of those projects still in progress.

If notification of negative news is necessary, consult with Somerset management and the board, prior to sending.

While working on major projects or extended matters, take the time to communicate what you and your team are doing, enabling residents the chance to understand that work is in progress. The absence of communication creates the assumption that nothing is being accomplished.

Knowledge and Skills

Proven ability to generate a high level of board satisfaction at a sustained level.

Professional communication skills that are effective at all levels of the organization as well as our clients, board members, vendors, bankers, attorneys, contractors and strategic partners. Proficient in written, verbal and public delivery of communication.

Confidentiality and discretion in the performance of all duties and responsibilities.

Solid knowledge of Accounting, Financial statements and Managerial reports.

Proficiency with Microsoft Office Suite of product (WORD, Excel, Outlook, etc

Knowledge of Facility Management, including Preventive Maintenance, Work Orders, Operations, Capital Project oversight and Reserve Study management.

Detail orientation with strong follow up skills, establishing accountability.

Clear analytical and problem-solving ability, the decisions of which may impact several stakeholders.

Proactive analysis of related information and options on each topic, enabling you to come to the board with proposed solutions and options vs. just identifying a problem exists.

Education and Experience

Bachelor’s Degree preferred.

3-5 years of Property Management experience at property level.

Project management experience required for capital projects

Financial acumen is needed for the capital budget process and project funding.

Home-Owner Association (HOA) condominium experience or from a closely related industry such as Hotels & Resorts, Apartments or Commercial property management.

Working Conditions

Typical office environment

On-site tours of existing buildings

Construction sites

Light travel will be required

Ability to attend evening HOA board meetings

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• 3 years

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Austin, TX: Relocate before starting work (Required)

Work Location: In person