Community Association Manager

The Community Association Manager is responsible for facilitating, advising, education, and assisting Board of Directors, their Committees, and Owners, in the daily management and operations of the Association's business. The Community Association Managers must be pro-active, self-motivated professionals that provide services for multiple client communities. Managers must understand the disciplines and methodologies presented in the areas of budget analysis and preparation, facility management, risk management, and insurance and contract administration, amongst others. Community Association Managers must attain a CAI designation of CMCA within one year of the employment hire date in order to continue employment with the company. The Community Association Manager will report to the Managing Director.ResponsibilitiesClient Relations/Service/SatisfactionServe as a liaison between the Board Members, Service Providers, Owners, and Contractors.Correspond daily with clients within corporate standards (return of phone calls, response to emails and mail).Work with the company to create, implement and participate in Board Member training processes and programs.Initiate, build and maintain strong and productive client relationships.Utilize management strategies and tactics to ensure continuous award of additional services, other contracts, and referrals from clients.Maintain a strong presence in the community.Operating StandardsPlan, schedule, organize and facilitate Membership and Board meetings of the Association within the parameters of the governing documents, and in keeping with Company standards.Responsible for the preparation of Board meeting packet to be distributed to the Board of Directors five (5) days prior to Board meetings including: the agenda of the meeting; minutes from the previous meeting; financial report; the attorney's status report on delinquent accounts; bids and related Association business information for review, discussion, and approval; a monthly management summary to include the work order report; a violation report; and all action items of the Association for the period.Draft minutes from Membership and Board meetings within seven (7) days following the meeting (if applicable). Advise Company Directors of any circumstances that may put one of the client communities in an "At Risk" status.Procure bids for all services provided by the Association including insurance, maintenance, audits, landscape services, pools, etc.Administer Association contracts for utilities and all other necessary services for areas under the control and responsibility of the Association. Additionally place orders in the name of the association for such equipment, tools, appliances, materials and supplies as are necessary to maintain the common areas.Ensure the association's insurance policy does not lapse and monitor for proper coverage. Cooperate with the Association in investigating and reporting of all accidents and insurance claims, including potential claims.Correspond with association's legal counsel regarding general Association matters and on obtaining necessary resolutions, legal opinions and status reports. Attend court and depositions on behalf of the association to represent and defend, when applicable.Advise Company Director and President of potential lawsuits naming the Association or Dorman Association Management.Partner with Operations Team to establish, maintain and update current community specific information; ensuring information is loaded into the CINC database system to consistently provide accurate information, communication and service to homeowners.Ensure Association documents are available on both the Dorman CINC Webaxis website and the Association's website in compliance with CCIOA and all related Senate & House bills.Regularly perform site visits according to assigned Client Association's Management Agreement to check property conditions, make maintenance recommendations, and note violations in accordance with the Association's governing documents.Assign emergency repairs involving danger to life or property as immediately necessary for the preservation and safety of the residential units and unit owners in the Association via Company resources and in coordination with Preferred Vendors and/or with vendors chosen by the Board of Directors.Perform on call duties in accordance with the on-call schedule and procedure, consisting of periods of 1-month periods, 24-hours per day.Financial ResponsibilityPrepare annual budgets no less than 90 days prior to fiscal year end (unless otherwise specified by the Client Association's Management Agreement), including absorption schedules where applicable with delivery to the Board of Directors for review and in compliance with contract stipulations.Review and understand financial statements in order to report and advise the Board of Directors as it relates to Association's financial status, investment strategies including timelines, and operating budget variances, and facilitate addressing financial questions from the Board of Directors in partnership with the Accounting Manager.Review and approve invoices received from service providers for payment processing in accordance with internal AP procedures and arrange for disbursement of processed checks for Board signature according to the prescribed timelines.Review the aging reports on a monthly basis, reconcile account statuses, coordinate with Accounting on collection actions within the Association's Collection Policy, and review Attorney status reports for needed action and status.QualificationsMust be experienced in policy development and interpretations budgeting, financial management, risk management, human resources, facilities management, maintenance, operations, planning and public relations.Demonstrated ability to make decisions, lead people and manage resources.Focused on communication and interaction with various personalities and on problem solving.Basic understanding of community associations and not-for-profit organizations or have comparable business experience.Must possess personal values that are in alignment with those of the company: Compassion, Client Relations, Integrity, and Culture.Able to manage details effectively.Able to multi-task and manage multiple demands for multiple clients.Skilled in customer service and able to initiate an initial informal response to phone calls and emails within a 24-hour period. Must possess the ability to keep difficult situations and challenging people in perspective - responding to even the most difficult individuals with due respect.Must have access to high-speed internet connection during workdays. Extremely responsive to internal and external clients.A successful candidate must have an independent work initiative and be goal oriented.Must have excellent written and oral communication skills.Possess a general understanding of financial reports (able to interpret a Balance sheet, Income/Expense Statement, Budget, etc.)Must have car or have transportation to client meeting locations and properties that have site visits.Must be able to attend evening and weekend meetings.

Created: 2025-02-26