Community Association Manager

Position Summary: 

Responsible for the administration, operation and, management of all community facilities, programs and amenities. Plans, directs, recommends, and implements policies and procedures to ensure the services required to maintain the common elements of the Association are provided in a first class manner, in accordance with community rules and regulations and in a manner consistent with the goals and objectives of the community and Troon. First point of contact for the Association Board on operational
matters. Oversees the facilities maintenance, member services, sports (non-golf) and activities teams.

Part-Time: $35-$40 per hour 

1-2 days per week

Essential Duties:

• Supervises hiring and management of direct employees, supervises selection and management of outside vendor staffing to assure personnel capable of meeting the community’s goals and high standards in a hospitable, sensitive and courteous manner.
• Schedules and/or reviews staff assignments to assure adequate coverage while being conscious of working within the approved budget.
• Conducts frequent meetings with direct reports, aimed at communicating overall goals and ensuring that the member experience provided is of the quality desired.
• Plans, directs and oversees implementation of comprehensive systems for protection of the community assets and records of the Association in a professional manner.
• Inspects community and facilities in order to determine maintenance and security needs.
• Documents, interviews and assists residents regarding complaints about direct employees and vendor staff conduct.
• Directs inspection of premises to detect hazards and to ensure that safety rules are posted and enforced.
• Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury relating to the ownership and maintenance of the common elements and operation of the Association, including damage or destruction to common elements.
• Prepares reports and insurance claims for damages to Association property, including estimated cost of repair, and causes repairs to be made in accordance with Board of Directors’ approval.
• Prepares posting of the agenda for meetings of the Association and committee meetings and supervises file and record management.
• Ensures compliance with all Association rules, bylaws and governing documents in all dealings of the department and the Board of Directors.
• Attends monthly meetings of the Board of Directors, along with any Annual or Special Meetings.
• Assists in preparation of monthly financial reports and reviews same for accuracy and variance trends.
• Provides a monthly management report to the GM and the Board of Directors with an update on main events/happenings, financial review of variances and recommendations, as appropriate, to enhance the community and to further enhance the residents experience.
• Provides a weekly report to the General Manager briefly summarizing the week’s major events.
• Provides a prioritized Action List to focus on all projects/duties within the community and the assigned task holder.
• Maintains a professional relationship with the General Manager, Board of Directors and homeowners, whose requests for services shall be received and recorded so that requests can be acted upon expeditiously. Any serious complaint shall be fully and promptly investigated and reported to the General Manager and to the Board of Directors.
• Prepares operational procedures for activities such as fire prevention, firefighting, traffic control and parking control.
• Prepares the Annual Budget to share with GM and coordinates Board Meetings.
• Responsible for maintaining organization and secure keeping of blue prints, maps, plats, etc.
• Must be able to perform violation inspections as needed.
• Monitors compliance with Rules and Regulations and shall implement procedures for handling violations. Drafts and signs correspondence and required notices in connection with homeowners who are in violation of the Declaration and Rules and Regulations. Maintains accurate records to follow up on rule violations. Acts as liaison with counsel if legal action is required.
• Solicits bids for maintenance, construction and other community projects, and participates in selection of contractors and vendors for furnishing of landscape maintenance, janitorial and maintenance services, water, electricity, gas, telephone, pool maintenance, exterminator service, repairs or reconstruction of structural improvements, preventive maintenance, and such other services deemed to be in the best interests of the Association and necessary in order to administer the Association in a first-class manner in accordance with the Declaration.
• Supervises and monitors contractors rendering services to the Association.
• Inspects the repair and maintenance of equipment and building components and reviews invoices to confirm work completion and contract compliance.
• Reviews and approves payroll for all direct employees and reviews and codes vendor invoices before payment.
• Tracks all architectural change requests by homeowners and inspects for compliance upon completion.
• Communicates to the Board of Directors and homeowners, events that will affect their use and enjoyment of the Association’s facilities.
• Communicates to the community ideas to help it prepare and cope with weather related events.
• Responsible for hurricane preparation and implementation of preparedness protocol as approved.
• Responsible for ensuring that website content is up to date and relevant.
• Ensures that team members follow all safety precautions and procedures while performing duties.
• Any other responsibilities as assigned by direct supervisor.

Education/Experience:
Two (2) to three (3) years of CAM or related business experience highly preferred. Outstanding customer service, leadership, communication and interpersonal skills required. Effective written and verbal communication skills are a must. Capacity to work in a complex reporting environment with the demonstrated ability to work within a large and diverse team.

Physical Demands:
Frequently stands, walks and sits; regularly uses hands, reaches with arms and hands, talks and hears; occasionally climbs, balances, stoops, kneels, crawls, crouches, pushes, and pulls; regularly lifts up to 50 pounds and occasionally lifts up to 100 pounds.

Environment/Noise:
Regularly works in outdoor weather conditions; occasionally works in wet or humid (non-weather) conditions; occasionally works near moving mechanical parts, fumes, airborne particles; toxic, or caustic chemicals. The noise level is moderate. This position requires manager to be “on-call” 24 hours a day, 7 days a week in case of emergencies or incidents.

Certificates/Licenses:

• Driver’s License required. Other applicable mechanical/equipment licenses (Boiler, HVAC etc).
• Active CAM License; High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Job Knowledge, Skill, and Ability Preferences

• Ability to read and speak English required in order to perform the duties of the job (e.g. the associates may be required to communicate with English speaking customers or co-workers, the manuals for the equipment the associates may use are in English).
• Prior supervisory and management experience.
• Excellent verbal and written communication skills.
• Knowledge of Microsoft Office applications.

This job description is not an exclusive or exhaustive list of all job functions that an associate in this position may be asked to perform from time to time.