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Community Association Manager

2 months ago


Tualatin, Oregon, United States The Management Association, Inc. Full time
Job Description

Job Summary:

The Management Association, Inc. is seeking a highly motivated and detail-oriented Community Association Manager to join our team. As a Community Association Manager, you will be responsible for managing a portfolio of assigned communities, including single-family, townhomes, condominiums, and commercial industrial complexes.

Key Responsibilities:

  • Carry out the policies and directives adopted by the Board in accordance with our contractual terms and conditions and effectively communicate updates to support teams.
  • Maintain current knowledge of governing documents, applicable state regulations, and local ordinances that apply to each assigned community.
  • Responsible for oversight of the condition and recurring maintenance physical property of the Association in accordance with our contractual terms and conditions.
  • Work with support team to compile information and paperwork for Board meeting packets, including Managers Report, agenda, previous meeting minutes, executive session items, architectural items, and violation/work order reports.
  • Work with support team to compile information for annual meetings, including signature cards, ballots, and candidate statements in accordance with state guidelines and governing documents.
  • Work with support team to execute post-annual meeting checklist and ensure banking and state information is updated accordingly.
  • Partners with support team to ensures all Association maintenance and legal notice deadlines are met and documented in system of record.
  • Oversees and manages adherence to annual calendar.
  • Partners with support team to produce letters, communications, disclosures, and documents for Association members as required.
  • Coordinates with multiple external vendor partners in execution of Association operations.
  • Attend Board and committee meetings as needed and required.
  • With support team follow up on Board meetings with preparation of minutes, to-do lists, correspondence, calls to homeowners and vendors, issuing work orders and violations.
  • Assist in preparation of annual budget with guidance from supervisor.
  • Review and code invoices for payment, monitor cash and reserve accounts for cash flow planning for major improvements, issue check requests for reimbursement/other expenses, review budget and financial reports for reclassification of expenses and/or areas of concerns, and work with accounting staff to address Board questions and concerns.
  • Other duties and special projects as assigned.

Requirements:

  • High School Diploma (or equivalent); Associate's Degree preferred.
  • Work independently, with little oversight, and with accountability to executive management for the end result achieved.
  • Ability to identify and prioritize tasks.
  • Highly organized and able to monitor records for pending deadlines.
  • Ability to read and discern information from Association governing documents in order to maintain system information.
  • Ability to utilize technology including phone systems, reports, and office equipment to efficiently discharge tasks.
  • Experience with Microsoft Office suite of products – especially Outlook, Excel, and Word.
  • Must be a team player.
  • Adaptable and dependable with a solid attendance record.
  • Professional and respectful demeanor with all staff and guests at all times.
  • Demonstrate a positive attitude and ownership mentality; we believe each employee can build his/her own future.
  • Strong ability to problem solve and utilize resources to bring solutions to client challenges.
  • Strong written and verbal communication skills.
  • Ability to delegate to internal support team members while maintaining accountability for the end result.
  • Ability to provide conflict resolution to personality challenges that may arise with Board members or homeowners in a calm manner.

Special Position Requirements:

  • Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings at client locations.
  • Must be able to drive in the dark if required.
  • Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy.

Essential Functions:

  • Use standard office equipment, including: computer, phone, copier/scanner, etc.
  • Ability to stand and walk properties, at ground level, for up to 4 hours as needed to support clients.
  • Be stationary for periods of time.
  • Relocate up to (25) pounds.
  • Travel to and from offsite locations.

Schedule & Travel:

  • Monday-Friday from approx. 8:00 am-5:00 pm.
  • This position may require occasional long hours to meet business needs.