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Association Business Manager

2 months ago

fort collins, United States Westwind Management Group, LLC Full time

Requirements & Skills

• Maintains a positive attitude and shows a willingness to learn

• Exudes a spirit of cooperation and teamwork

• Demonstrates personal and professional initiative

• Possesses strong time management & organizational skills

• Acts as a proactive problem-solver; proficient in researching problems and preparing written recommendations

• Has knowledge of and applies generally accepted management practices and procedures

• Displays critical thinking and problem-solving skills to handle any of the tasks that are specialized to portfolio management

• Analyzes complex technical and administrative problems, evaluating alternatives and articulating effective actions for resolution

• Shows skill in meeting with association members or the public regarding community-related subjects

• Exhibits finesse in matters of community diplomacy and customer relations

• Builds relationships by connecting professionally with Board members, Committee members, Association members and Vendors

• Utilizes higher level business English, vocabulary, spelling, and mathematics skills and demonstrates the ability to converse and present information clearly in the office setting, in public and in written correspondence

• Maintains professional presentation and appearance

• Maintains thorough working knowledge of the governing documents of the Association(s) to which they are assigned and possesses the ability to read, understand and implement provisions of the Association’s governing documents

• Uses advanced word processing programs, complex desktop publishing, spreadsheet, and database programs effectively

• Alignment with company core values is a must


Responsibilities

• Provides executive direction of day-to-day and long-term operations of the associations within the portfolio

• Keeps the Board and Director regularly informed of the associations’ fiscal and operational health

• Performs any other duties assigned by Leadership that assists in the effective management of our client communities or meeting the goals of our Company

Property Maintenance & Risk Management

• Maintains awareness of and can speak authoritatively on every project and task in the community including accounting, capital improvements, and homeowner relations

• Conducts property site visits weekly

• Prepares and disseminates reports, photos, and other reference materials necessary for proper maintenance and risk management of the community

• Reviews studies, reports and correspondence related to the operation of the association

• Negotiates all association contracts, subject to board approval

• Ensures proper maintenance of the association’s property and capital equipment

• Oversees all association projects (within terms of management agreement)

• Coordinates with vendors for estimates and repairs, meets with vendors on site as appropriate, and reviews vendor work upon completion

• Verifies insurance policies in place and renewals are timely; coordinates any risk assessments or activities with insurance professionals

Board, Committee and Homeowner Support

• Acts as the Management Company liaison to the Board of Directors at monthly, annual and any organizational meetings, and for community operations as noted

• Operates as liaison on behalf of the Association with all local and state governmental authorities and bodies as well as internal company team members and vendors

• Functions in all aspects of customer service and client relations, responding to Board requests, working with attorneys, meeting with contractors, etc.

• Collaborates with Community Administrator to address escalated and special requests from client communities, including interacting with homeowners and residents as necessary

• Prepares and distributes meeting materials, including minutes and such other materials as may be needed, according to the Association(s) meeting schedule

• Ensures educational opportunities for board members and community residents, as needed

• Provides on-site presence at communities with Board members, vendors, and homeowners in accordance with the contract and on an as-needed basis

• Provides management support to the Architectural Committee(s) in meetings and hearings, if necessary

• Communicates and reports Committee decisions to the Community Administrator to facilitate Architectural application processing and responses

• Reports ideas and suggestions resulting from site tours to the board for proactive project implementation

• Directs and participates in the preparation of Association procedures designed to effectively implement board adopted policies

• Collaborates with the company to ensure that the policies, resolutions, and other acts of the board can be carried out effectively and appropriately

• Provides new board member information and conducts board orientation and training

• Prepares bid requests and completes bid analyses

Office Administration

• Administers and oversees the office file systems and digital records handling in accordance with the records retention policy and state statutes

• Audits internal board / community information and reference documents, emergency response (“on-call”) information, as well as community client portal information, and ensures they are up to date

• Compiles and updates annual planning calendar / workflows and tasks tracking for community

• Collaborate regularly with Community Administrator to facilitate communications on behalf of the board regarding projects, meetings, community functions, and special events


Accounting and Budget

• Directs the Associations’ fiscal matters through the Accounting Representative and Director of Accounting Services

• Gains a complete understanding of financial statements

• Researches, prepares, and implements all necessary information for compilation and drafting Association(s) annual budgets

• Reviews the monthly financial statements, identifies variances in the budget categories and is prepared to answer Board questions in this regard

• Validates and completes bill runs including researching invoices, marking bills for proper payment, and notifying board of directors for payment approval


Education and Experience

• Two (2) years of Community Association or related industry experience

• Two (2) years of college, or technical school / higher education completed is preferred

• Holds at a minimum, the CMCA®, AMS, and PCAM Credentials through Community Association Managers International Certification Board (CAMICB)

• Holds any required State of Colorado License