Community Manager at 2310 Tower Place - CS348993 – Hampton, Virginia

Purpose

The Community Manager effectively manages the properties within their assigned portfolio in accordance with each Association’s governing documents, HLCM established policies and procedures, all Federal, State, and County Fair Housing Laws, the American with Disabilities Act, and all other laws pertaining to housing. This role will also support the management of financials and work to minimize delinquencies and expenses, all while providing quality service and creating value for each association.

The Community Manager ensures seamless coordination between management, owners/residents, and stakeholders and support and assist in the management of all aspects of day-to-day operations of the property. The Community Manager and/or other management representatives will also provide guidance to the Board on community issues.

Duties and Responsibilities

General Management & Administration

The Community Manager oversees the overall performance of the HOA or condominium, with a focus on operational efficiency, financial stability, compliance, and enhanced resident experience. This includes managing staff performance, supervising vendor relationships, implementing policies, and driving the long-term strategic objectives of the property.

- Serve as the primary liaison with the Association Board of Directors; perform duties as requested by the Board of Directors and in accordance with the management agreement.

- Ensure that all rules and regulations that govern the Association are enforced.

- Ensure that records for all aspects of the operation of the association are maintained.

- Negotiate contracts and update the contract analysis for association

- Process incident/accident reports and insurance claims, handle potential litigation requests, and follow through with the direction of the Board of Directors.

- Attendance at Board Meetings and Annual Meeting per Management Contract Requirements.

- Maintain a calendar of contracts, expiration dates, and key dates in the competitive bidding process for all contracts.

- Provide excellent customer service and maintain open lines of communication with fellow employees, residents, board members and outside vendors.

- Prepares owners notices, replies to owner correspondences, provides insurance company information and recommendations.

- Represents HLCM to owners, government, contractors, suppliers, etc.

- Informs Board of Directors and Human Resources of personnel needs.

- Ensure all Association’s federal, state and local registrations and filings are up-to-date. Arrange for renewals or new applications where necessary.

Financial Reporting & Budget Administration

- Review written Monthly Management Reports to be discussed during scheduled Board Meetings.

- Prepare an annual draft budget for the Board’s review and approval.

- Obtain competitive bidding for all contracts based on written specifications, with the final decision made by the Board of Directors.

- Review and approve invoices. Ensures compliance with budgetary guidelines and procurement policies.

- Identify opportunities to reduce overhead costs.

- Liaise with HLCM’s accounting team to manage billing, collections and financial reporting for the Association.

- Oversee accounts payable process; monitor delinquency rates and collections process for the Association.

- Review monthly financial reports, approve and submit to Board.

- Develop and manage the property’s annual operating budget.

- Develop and manage the property’s capital budget. Make recommendations to the Board of Directors and committee members regarding major capital expenditures based on the latest reserve study and observed physical needs to maintain desired community appearance and operation.

Capital Improvements and Facilities Management

- Consult with board on capital improvement projects. Where necessary, solicit quotes for project management oversight.

- Maintain annual preventative maintenance calendar.

- With assistance from onsite staff, perform periodic inspection of preventative maintenance logs and ensures compliance with schedule.

- Provide the Association with options regarding energy management and capital expenditures.

- Ensure and provide for all standard operating procedures for all maintenance activities, develop and maintain preventive maintenance and inventory program for mechanical, plumbing and electrical equipment, common element heating and cooling systems and commonly used spare parts for repairs.

- Provides monthly on-site inspection of common elements.

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Critical competencies:

- Professionalism

- Organizational Skills

- Problem Resolution Skills

- Time Management

- Financial Management

- Ethical Conduct.

- Technical Capacity

- Management Skills

- Ability to Multitask

- Communication Proficiency

Core values:

Employees must exhibit HLCM Core Values in their roles and interactions.