Position Purpose:

 To facilitate in tandem with the Homeowner Association (HOA) Board a high quality of residential life, protect and enhance property values and related economic interests of owners and ensure the common building area are operational and physical assets are maintained to a high standard in the most efficient manner. 

Primary Essential Duties and Responsibilities:

• Act as a liaison to ensure quality service is delivered, that Board of Directors (BOD) expectations are met and assist in prompt response and resolution to HOA questions/problems.

• Maintain knowledge and understanding of contracts between the association, vendors and Ghertner & Co.  Ensure all contractual obligations are met.  Monitor vendor contracts regularly, submit renewal/cancellation notices, manage contract renewals professionally and advise Board of any upcoming contract including insurance renewals. Create and maintain contract/tickler file with duties 

• Property inspections: document property needs; inventory and assess all furniture and equipment (tables/chairs in the clubhouse, pool side tables, chairs, and umbrellas). Work with Primary Contractor to recommend prioritization, deprecation, and replacement as needed for Board approval.

• Conduct community inspections- Identify deficiencies and provide recommendations and action plans to improve the property.  Process and manage violations and close them out regularly.  

• Manage short term rental program which requires annual renewals and waitlist tracking.

• Community Presence: Define and maintain a community presence to meet with residents to address homeowner concerns/common area issues, provide amenity access cards, and facilitate amenity access for vendors as needed.

• Coordinate the onboarding process with new homeowners, including an introduction and orientation to staff, available services, and explain the community’s rules and regulations.

• Oversee community projects.  Ensure property maintenance/improvement and other related projects are completed on time and within budget.  Maintain open communication and provide timely action updates to the Board.

• Create, maintain and upload a wide variety of information to the community management company portal, including but not limited to work orders, signed meeting minutes and management reports.  

• Monitor contractor’s and vendor’s performance.  Ensuring prompt delivery of high-quality efficient service while minimizing inconvenience and disruption to homeowners.

• Assists in formulating the operating budget for Homeowner’s Association (HOA)

• Regularly analyze and recommend budget adjustments to enhance the efficiency of service provided to the residents.

• Liaison for HOA in risk management, working with insurance company(s), board of directors, attorney(s), members and vendors to ensure the most cost-effective protection, repair (capital and routine), maintenance, landscaping, safety/security and loss prevention and project management.

• Monitor and resolve resident complaints and grievances promptly, fairly and diplomatically by utilizing Association governing document guidelines.

• Attend and ensure accurate recording of business notes at HOA meetings for board review and distribution.

• Other duties as assigned.

• Bachelor’s Degree in a related field is required, or an additional 4 years of relevant experience will be accepted in lieu of a degree. A minimum of a High School Diploma or equivalency is required. 

• 2-3 years of property management experience (including residential, landscaping, insurance coverage, claims management, supervisory/management and basic business accounting/budgeting)

• Excellent organization, motivation, leadership, management and interpersonal skills.

• Critical thinking, complex problem solving, judgment and decision-making ability.

• Strong verbal, presentation, and written communication skills.  

• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook.  Proficiency researching the Internet, social media and website experience preferred. 

• Familiarity and/or willingness to be proficient in property management software.

• Ability to work with sensitive or confidential information.

• Strong customer service skills.

Physical Demands & Work Environment

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is required to stand; walk and at times on uneven terrain for distance, stoop, bend, stretch; use hands and fingers, handle or feel; and reach with hands and arms, see/observe and notate observations, and operate a motor vehicle. Use of personal vehicle will be required.

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

• This position is required to physically be on property Monday through Friday, dayshift hours. Some evenings and weekend hours will be required but with advance notice.