Community Association Manager

Associa - Southampton Township, NJ

Full-time - Entry Level

Southampton Township, NJ

10,001+ employees

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

Associa is seeking a talented Community Association Manager to oversee the operations and administration of community associations. This role is pivotal in ensuring that the community operates smoothly and in accordance with the management agreement and the Association's policies and procedures. The Community Association Manager will serve as the primary liaison between the Association Board of Directors, homeowners, vendors, and internal staff, facilitating effective communication and collaboration among all parties involved. In this position, the Community Association Manager will supervise various administrative and management duties as requested by the Board of Directors. This includes ensuring that Associa's community management tools are effectively developed and utilized, such as maintaining an annual calendar, action item lists, resolution worksheets, and procurement procedures. The manager will also be responsible for reviewing monthly financial reports and submitting management summaries to the Board of Directors, as well as providing recommendations regarding major capital expenditures to maintain the community's appearance and operations. The role requires attending Board meetings and community events, preparing Board packages, and ensuring that the Board is informed of any legal actions involving the Association. Additionally, the Community Association Manager will maintain unit and contract files, assist with architectural review processes, manage vendor relationships, and oversee inspections of building facilities and common areas. This position is essential for maintaining the integrity and functionality of the community, ensuring that all operations align with the expectations of the Board and the needs of the residents.

Responsibilities

• Supervise the operation and administration of the Association in accordance with management agreement and the Association's policies and procedures.
• Act as or oversee the primary liaison with the Association Board of Directors and homeowners as needed.
• Perform/Direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.
• Ensure Associa community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.
• Review monthly financial reports and ensure management summary is submitted to the association Board of Directors.
• Provide and/or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures as required to maintain the desired community appearance and operation.
• Monitor corporate and client delinquency rates and collections process for account portfolio.
• Attend Board meetings per the management agreement and community events as needed.
• Prepare Board packages according to established time frames.
• Ensure Board of Directors is aware of legal actions involving the Association.
• Maintain unit and contract files relating to the operations of the Association.
• Assist Board of Directors/ARB with architectural review process and/or routine inspections as necessary.
• Responsible for maintenance of C3 database, including updating resident information.
• Responsible for routine and special project vendor management including procurement as well as performance evaluation as contracted.
• Responsible for oversight of Associa staff as contract provides.
• Coordinate and/or oversee inspection of building facilities and/or common area and arrange appropriate follow up actions as required.
• Oversee the AP process in accordance with Associa home office processes and procedures.
• Other duties as assigned.

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• Associates Degree Required; Bachelors Degree Preferred; 1 - 3 years of Community Association experience.