Community Association Manager
Puzzle Solutions Holdings LLC
Location
Huntsville, AL | United States
Job description
Now Hiring! Community Association Manager w/Portfolio experience.
Location: Huntsville, AL 35801
Who We Are?
Beacon Management Services is one of Atlanta’s leading property management companies specializing in homeowner associations, high-rise condominiums, mixed-use developments, commercial condominiums, and other properties of distinction. We were named one of the Top Ten Management Companies by The Atlanta Business Chronicle and are an A+ rated company by the Better Business Bureau. We work with you to concentrate on the big picture – setting policy and strategic planning – while the day-to-day operations are cared for by licensed association professionals.
We offer expertise in all facets of operations, staffing, technology, GAAP standard financial analysis, budgets, maintenance, and capital projects.
What You’ll Do:
- Acquire and maintain current knowledge of state regulatory agency statutes and each client's community documents, policies, and procedures.
- Analyze the advantages and disadvantages of alternative solutions to problems and make recommendations to the Board of Directors.
- Provide leadership and direction to effectively manage relationships with other business groups: Leasing, Asset management, etc., to ensure a high level of tenant service and achievement of company and property goals and objectives.
- Develop and maintain an effective, ongoing resident relations plan; implement initiatives, and maintain an operating environment to achieve a satisfactory level of resident service as measured by formal and informal feedback and surveys.
- Define and implement goals relating to internal and external customers.
- Develop and submit a complete and accurate annual budget(s), meeting all deadlines and demonstrating thorough analysis and consideration for the goals of the asset as well as market conditions.
- Initiate contact with the new resident representatives to coordinate the move-in process, provide an introduction and orientation to the management staff and building, review available services, and explain the building rules and regulations.
- Manage resident relationships to ensure retention and a high level of service including timely and complete resolution of concerns, coordinating special services and requests, and conducting formal and informal inspections.
- Ensure property improvement and other construction-related projects are completed on time and within budget by effectively overseeing all construction projects.
- Establish and maintain industry contacts and relationships in the property's marketplace through involvement in trade organizations, property management, and real estate associations, and networking opportunities with vendor outreach and peer groups.
- Ability to supervise and oversee projects performed by the Maintenance Supervisor.
- Set and adhere to the highest standards of performance and model them to the staff by personal follow-up to ensure that the service is being delivered. Demonstrates a routine and effective ability to adjust to changing circumstances.
- Listen attentively to questions and comments. Communicates in a professional and composed demeanor under all circumstances.
- Respond to phone calls and correspondence in a timely, professional manner.
- Display exceptional ability to analyze and deal with a variety of situations that otherwise could be potential problems.
- Maintain a professional relationship with BOD, Unit Owners, and Vendors.
- Encourage, motivate, and build a professional team of associates that comply with all safety standards.
- Ability to run a BOD meeting when necessary, according to Robert's Rules of Order.
- Create a management report, which depicts the actual condition of the building, and the progress of specific projects and makes clear and concise recommendations.
- Prepare professional presentation of reports, budgets, bids, etc.
- Support the Company's philosophy and goals and adhere to Company policies.
- Offer helpful input when asked for suggestions for improved policies and procedures.
- Understand and follow directions given by direct supervisors as well as the BOD and conscientiously complete them.
- Act quickly and effectively when the situation demands it.
- Organize time effectively and successfully balance the competing demands of multiple projects to include attendance at the Monthly Manager's Meeting.
- Schedule vacations in advance with consideration of backup during the absence.
- Address Worker Compensation Incidents promptly.
- Maintain and up-loads in Vantaa.
- Update quarterly in CC PUD information.
- Appear prepared for Board Meeting presentations.
- Monitor contracts regularly. Sends cancellation notices timely.
- Handle contract evaluations professionally.
- Complete community calendar and annual processes timely.
- Maintain financials.
- Maintain accurate records, files, and communications pertinent to the Association office (cabinets and computer files).
- Organize insurance files and policies.
- Update Association Communication - Updates association info boards, and other communication with owners and residents.
- Perform employee evaluations and conducts weekly staff meetings.
- Update and distribute action lists of pending items and projects. (Not in HOA)
- Prepare a bid comparison analysis spreadsheet.
- Prepare and use RFP for bid solicitation (Request for Proposal with the scope of work detailed).
- Process violations and close them out (HOA). Process work orders and close them out (HOA).
- Process architectural control applications and close them out (HOA).
- Monitor deficit funding and surplus, rollover if required.
- Possess knowledge of assets cash balances and availability of funds for projects. Cash flow management for capital improvements.
- Review financial statements.
- Monitor aging reports and timely legal action, target is 10% or less of assessments.
- Keep up-to-date equipment maintenance logs.
What You’ll Need:
- Strong working knowledge of customer service principles and practices.
- Ability to read, analyze, and interpret technical procedures, leases, regulations, or documents with a similar degree of complexity.
- Strong interpersonal skills.
- Computer literate with proficiency and working knowledge of Microsoft Office Applications.
- Strong customer service and interpersonal skills are required.
Education & Experience:
- Bachelor’s degree (B.A. or B.S.) in Business or a related field from a four-year college or university or equivalent combination of education and experience.
- Proficiency and working knowledge of MS Office applications: Word, Excel Spreadsheets, and Outlook.
- Must possess a strong managerial background.
Certificates, Licenses, Registrations:
- Valid Georgia driver's License and state-mandated vehicle insurance.
Physical Demand:
- This position requires working at a computer station throughout the day.
- Must be flexible and available to work occasional weekends, evenings, and holidays.
What’s In It for You:
- Competitive pay.
- Group Medical coverage from Florida Blue.
- Basic Life/AD&D and Voluntary life insurance through LFG & US Able.
- Dental coverage through Blue Dental.
- Vision coverage through Eye Med.
- Short Term Disability through Lincoln Financial Group.
- Long-Term Disability through Lincoln Financial Group.
- NEW Benefits– Teladoc / Virtual Visits.
- Supplemental policies for Critical Illness and Cancer Protection with Colonial.
- Medical Bridge through Colonial.
- Accident policies through Colonial.
DISCLAIMER:
This job description is not intended to be all-inclusive; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time, as business requirements dictate. It is mutually agreed that this job description does not constitute a written or implied contract of employment.
Beacon Management Services participates in the federal government’s E-Verify program, which confirms employment authorization of all newly hired employees and most existing employees through an electronic database maintained by the Social Security Administration and Department of Homeland Security. For all new hires, the E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification on or before the first day of work. E-Verify is not used as a tool to pre-screen candidates. For up-to-date information on E-Verify, go to and click on 'E-Verify' near the bottom.
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