Community Association Manager

2 weeks ago

San Jose, United States RowCal Full time
Job DescriptionJob Description

  • Community Association Manager


    Location: San Jose, CA / Hybrid

  • Why RowCal?

  • RowCal is an HOA and Property Management company founded on doing things better. We do it all with a refreshing, can-do attitude and joyful spirit that puts HOA leaders at ease. We'll be a partner that cares, collaborates and creates the best HOA experience for a community.


    Want to grow your career with the company that's reinventing HOA management? With countless communities managed across the Midwest, we're always looking for quality people to add to our team and we are looking for a Community Association Manager to join our team


    Responsibilities of this role include but not limited to:

    RowCal Community Managers are responsible for the overall management and oversight of a portfolio of community associations. At RowCal, the Community Manager is not tasked with all the coordination and execution of all services needed by the community but will act as a liaison between the association board and RowCal's supporting divisions or third-party ancillary service providers. At RowCal, we view the Community Manager as the association's "relationship manager".


    Community Managers may work remotely from time to time or use the RowCal Marketplace Office at any time.


    Ongoing

    • Review, coordinate, and respond to homeowner ACC requests.
    • Review and upkeep of all work orders.
    • Oversight of covenants enforcement and issuing violations.
    • Homeowner, Board, and association data administration in CINC Systems.
    • Act as main point of contact for all Board communications through all channels.
    • Administration of on-site association amenities and gate houses.
    • Retention and administration of all association records in SharePoint and WebAxis including, but not limited to, governing documents, rules & regulations, management agreements, service contracts and proposals, homeowner and board communications, vendor communications, etc.
    • Address and resolve all homeowner escalations.
    • Act as liaison between Board of Directors and all RowCal supporting divisions and third-party ancillary service providers.
    • Update and maintain the management plan in CINC Systems as necessary with board meetings, site inspections, vendor meetings, maintenance calendar, WebAxis Calendar, community events, vendor service dates, etc.
    • Drafting and execution of all association communications including statutory notices, newsletters in coordination with the Board/committee, emergency notifications, email blasts, text blasts, etc.

    Daily Minimum

    • Approval of all invoices for payment in accordance with association budget and board direction.
    • Review and execution of action items.
    • Review and return of voicemails and emails.

    Weekly Minimum

    • Provide feedback to division Director on all RowCal supporting divisions.
    • Review and process violations and ACC requests.
    • Check on hold invoice status.
    • Review and addressal of all past-due action items.

    Monthly Minimum

    • Review for knowledge and accuracy of prepared financial statements including balance sheet, income statement, delinquency report, and cash disbursements.
    • Monitor vendor and owner delinquency rates and collections process for entire portfolio.
    • Review of open violations for compliance.
    • Site visits of all associations (if applicable and as necessary).
    • Preparation for, attendance at, and administration of all Board Meetings (or as often as necessary).
    • Preparation of Board Meeting Packets according to client established timeframes to include agenda, previous minutes, monthly financials, and any supporting documentation for old & new business.
    • Review monthly financials - look for GL code errors and other discrepancies.
    • Attendance at all monthly management or company meetings.
    • Review performance of all service providers and discuss areas of opportunity with representatives, as necessary.

    Quarterly Minimum

    • Audit SharePoint and WebAxis to ensure all records are uploaded and properly organized.
    • Audit Board members, maintenance items, service providers, management plan, and other information tab to ensure accuracy.

    Annual Minimum

    • Preparation and drafting of annual operating and reserves budget for all associations.
    • Preparation for, attendance at, and administration of all Annual Meetings or Membership meetings.
    • Review and negotiation of service contracts for all associations for services such as trash service, landscaping, snow removal, pest control, utilities, or cable service, etc.
    • Coordinate tax returns and financial review/audit (as applicable).
    • Coordination of and attendance at all municipally required inspections such as fire/life safety, backflow, etc.
    • Review of existing reserve study or procurement of new reserve study, as necessary.
    • Identification and initial planning of all capital improvement projects and coordination with Board and RowCal Construction & Maintenance, Project Coordination, and Director of Management.

    Requirements/Skills

    • 3 years or more experience in property management preferred
    • Single Family Management/Home Owners Experience preferred
    • Associates or Bachelor degree preferred
    • Strong communication and interpersonal skills
    • Strong organizational and time management skills
    • Ability to work in a fast-paced environment
    • Proficient with Microsoft office
    • Able to problem solve and work independently
    • Must have valid drivers license and have the ability to drive around the local market on a regular basis

    Benefits:

    We offer competitive pay with a commission and incentive bonus, and an excellent benefits package including paid time off, holidays. Insurance benefits offered include medical, dental and vision for employees and dependents. We also offer life insurance, AD&D, short- and long-term disability insurance. Additionally, there is a generous employer match 401(k) savings plan.


    RowCal is an EOE meaning we provide equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, military or veteran status, or any other characteristics protected by law.

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