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Nashville, United States Ghertner & Co., Inc. Full time
Position Purpose: To provide on-site management assistance at a medium- scale community association on a full time basis, as an employee of the management company, under the general direction of the Community Association Portfolio Manager.

Primary Essential Duties and Responsibilities:

•Attendance at Board and homeowner meetings is required, which is typically outside of regular working hours.

•Work at own initiative, under the general direction of the Portfolio Manager, keeping the manager informed and updated on any potentially significant issues and large projects, and using existing management software.

•Provide general information and respond to inquiries regarding the property.

•Professionally respond to requests received in person, by phone, in writing or by email, according to established standards.

•Initiate contact with the new resident representatives to coordinate the move-in process, provide an introduction and orientation to the management staff and building, review available services, and explain the community rules and regulations. Issue key fobs to new owners.

•Manage resident's relationships to ensure residents a high level of service, and monitor and respond to resident complaints and grievances promptly, fairly and diplomatically by utilizing Association governing document guidelines.

•Be familiar with the Association governing documents, rules and regulations, and precedents.

•Inspect property's common areas for services needed, and for compliance with community standards.

•Obtain proposals for services, security, maintenance, and groundskeeping according to HOA operating budget for Board review and approval.

•Monitor and oversee contractors' and vendors' performance, including groundskeeping and pool company staff, to ensure quality of work within guidelines of contracts and Board expectations.

•Complete assignments from the Board.

•Assists in the formulation operating budget for Homeowners Association as applicable

•Regularly analyze and recommend budget adjustments in an effort to enhance the efficiencies of service provided to the residents

•Manage clubhouse reservations and calendar, including pre- and post- use inspection.

•Follow up on adherence to clubhouse rules.

•Monitor and enforce all pool rules during normal work hours.

•Complete all assignments from the Board or Portfolio Manager in a timely manner

•Keep the office and clubhouse in a neat and clean condition. Order clubhouse and maintenance supplies as necessary.

•Under direction of Community Association Manager, coordinate Architectural Review (ARC) requests with ARC committee, and inspect for compliance.

•Act as liaison for HOA in risk management, working with insurance company(s), Board of Directors, Portfolio Manager, attorney(s), members, and vendors to ensure the most cost-effective protection, repair (capital and routine), maintenance, landscaping, safety/security, and loss prevention.

•Act as Board liaison with committees, as directed by Board of Directors. May include preparation of newsletters and other printed materials to aid in communication.

•Prepare for and attend evening meetings: Annual Meeting, and Board of Directors meetings. Take minutes.

•Other duties as assigned.

Requirements

Knowledge & Skill Requirements:

•A minimum of 2 years of property management or related experience is required (including residential, landscaping, insurance coverage, claims management and budgeting)

•A minimum of a high school diploma is required. Bachelor's degree preferred.

•Strong customer service skills

•Proven analytic, reading comprehension, documentation, organizational and interpersonal skills

•Excellent written and verbal skills including strong professional phone etiquette

•Proficient in Microsoft Office and Outlook

•Familiarity and/or willingness to be proficient in property management software

Position is in Green Hills Area.

Part Time 25 hours per week.