Onsite Hoa General Manager

(https://www.grahammanagementhouston.com/)

Who we are:

At Graham Management we specialize in providing top-notch management services to homeowner associations, condominiums, and community-based organizations. We excel in delivering exceptional customer support, helping them achieve their goals and maintain thriving communities.

Why Graham Association Management is the Right Fit for You:

• Meaningful Work: Your work directly improves the lives of those in the communities we manage.
• Collaborative Environment: Join a team of like-minded professionals who are passionate about property management and dedicated to our mission. We foster a collaborative and supportive work environment where your skills are valued.
• Career Growth: We offer opportunities for career advancement and professional development. We're invested in an employee's growth and provide avenues for you to excel in your career.
• Work-Life Balance: We understand the importance of work-life balance, offering flexible work arrangements and respecting your need for personal time to recharge.
• Value-driven: Our core values drive everything we do. We believe in integrity, accountability, and ethical choices in all aspects of our work.

About the role:

Communications:

• Respond to all phone calls and voicemails within 24 hours, excluding weekends (Friday-Sunday).
• Reply to all emails within 24 hours, excluding weekends.
• Ensure all communications received over the weekend are addressed by the end of the business day on the following Monday.
• Communicate expectations and needs to colleagues, including inspectors, assistants, on-site staff, ARC personnel, and accounting staff, in alignment with the requirements of your portfolio and clients.
• Inform your boards about communication expectations, including how to reach you in case of an after-hours emergency.

Accounts Receivable (AR) and Collections:

• Monthly review of legal status reports to monitor collections.
• Quarterly comparison of legal status reports with accounts flagged in CINC as being with the attorney.
• Assist homeowners with basic AR inquiries directly when possible, instead of redirecting them to an AR representative's voicemail.

Accounts Payable (AP):

• Daily review and approval of invoices in CINC, preferably by 10 AM, to ensure timely vendor payments.
• Check for accuracy in invoices, including GL numbers, payee, and cost.
• Forward invoices received via email to AP email
• Ensure invoices are correctly addressed to their respective associations, not to Graham Management.
• Collaborate with Boards and Committees on proper documentation and completion of reimbursement requests before submission to AP.

Financial Reporting:

• Conduct monthly financial reviews and promptly report any discrepancies or corrections needed to the AR/AP Director.
• Obtain Board approval for expenditures exceeding the management contract's specified approval level.
• Monitor cash flow and inform the Board of any fund shortages.
• Produce and include Variance Reports for each community in the monthly Board Packet, reporting variances to the Board.
• Manage and monitor community investments such as CDs and CDARs.
• Regularly report key financial metrics to the Board, including collection percentages, year-to-date surplus/deficit, and an overview of the balance sheet.

Budgeting:

• Draft and assist Boards with the annual budget process using Zero Based and Historical budgeting methods.
• Ensure budgets are Board-approved by the end of September for AR to begin mailing statements in October unless otherwise specified in governing documents.

Board Meetings:

• Provide proper notice of meetings as required by governing documents and Texas Property Code 209.
• Prepare detailed agendas for each meeting, including standard items and any special topics.
• Compile and send Board packets with relevant documentation one week before the meeting.
• Assist the Board in creating RFPs for special projects, engaging third-party expertise when necessary.
• Advise Boards on compliance, procedures, and best practices based on experience and industry standards.

Annual Board Meetings:

• Utilize the annual meeting checklist for preparation.
• Prepare and distribute meeting notices, proxies, and ballots per governing documents and Texas Property Code 209.
• Conduct the annual meetings, facilitating the voting process and announcing election results.
• Maintain accurate records of annual meetings, including documentation in a labeled manilla folder.

Inspections:

• Support inspectors with DRV inspections and assist in performing inspections as needed.
• Ensure timely submission of mileage reimbursements for personal vehicle use, if applicable.
• Oversee vendor performance and address maintenance needs or potential liabilities promptly.
• Review and action items from inspection reports and violation notices as necessary.

RFPs and Bid Comparison Charts:

• Manage the RFP process for community projects, ensuring a minimum of three bids per the Association's policy.
• Create or assist in creating bid comparison charts to evaluate proposals fairly.

Daily Operations:

• Oversee vendor contracts, including renewals and maintaining COIs and W9s.
• Facilitate Reserve Studies, insurance claims, and special project coordination.
• Support ARC appeals and community-wide communications.
• Manage contract renewals and compliance with financial deadlines to avoid penalties.
• Ensure timely handling of insurance renewals and invoice payments.

Other Expectations:

• Pursue continuing education related to industry laws and practices.
• Stay informed about changes in laws and property codes affecting management.
• Understand and advise on modifications to governing documents, rules, and meeting notices.
• Maintain positive relationships with Boards and vendors.