Assistant Community Association Manager

Description

Join our Team! Leland Management is seeking an Assistant Community Association Manager for one of our communities in the Clermont, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is full-time with a competitive salary and excellent benefits.

General Description:

• Manage and maintain all community facilities including two clubhouses, sports courts, pool, community walls, and gate house.
• Responsible for assisting with management of all personnel including resident services associates, maintenance, and community activity coordinator.
• Assist with maintenance and oversight of all Master Association common areas, including roads, landscaping, storm water outflows, irrigation systems, etc.
• Assist in administering, monitoring, and reporting on the Consumptive Use Permit and requirements of the permit issued by St. Johns Regional Water Management District.
• Assist in the monitoring and reporting on all tasks as required under the Bank of America Clubhouse loan document requirements.
• Monitor, review, and approve all expenses of the community to ensure they are within the budgeted guidelines provided by the Board of Directors using the Caliber system and Sharepoint drive.
• Assist Community Association Manager in meeting all other community goals.

Requirements

Work Experience Requirements:

- Administrative

• Maintain appropriate material to provide a complete overview of the property which includes an electronic copy of:
• Governing Documents of the Association
• Property Maintenance Checklist
• Disaster Plan (Hurricanes, etc.)
• Resident Roster (Access Database & Caliber)
• Property Maps and Plats
• Copies of all Contracts & Vendor Contact Information
• Monthly Financial Statement and delinquency reports
• Minutes as needed
• Management Reports as needed
• Insurance summaries and/or Certifications as needed
• Bank Loan Requirements
• St. John Water Management Consumptive Use Permit Documents
• Review and process all Association correspondence.
• Process lease and sale applications and approval/rejection by the neighborhood.
• Ensure proper storage and compliance of age affidavit as required by the Florida Commissions of Human Relations.
• Be available for after-hours emergency calls.
• Assist in supervising all administrative, activity, and maintenance personnel:
• Maintain open communication with staff to maximize performance and productivity.
• Maintain structure by performing regular one on one reviews (coaching, training, improvement)
• Hold weekly staff meetings to provide information and education for the entire team ensure accuracy and consistency.
• Provide weekly schedules for all resident service associates and maintenance.
• Coordinate and balance all PTO/Vacation time for all resident service associates and maintenance.
• Ensure cross training of all office procedures with all resident service associates.
• Provide effective recognition of all employees during team meeting events.
• Evaluate employee performance within guidance from Leland Management Human Resource Department and make recommendations for increases, dismissal, etc.

- General

• Have knowledge of Florida Statute 617 and 720 and other state laws and ordinances pertaining to Homeowners Association or its amenities.
• Be familiar with the Rules and Regulations and Document requirements for the Association.
• Assist Board of Directors in enforcing Document and Rules and Regulations.
• Record all homeowners’ complaints and provide them to the Community Association Manager.
• Act as liaison with government agencies, realtors, homeowners, and tenants, as directed by the Board.
• Attend Communications Committee meetings and assist with newsletters and other forms of communication to the residents. (Royal Times, Directory, Website, Opticaltel channel, Mail Chimp and Clubhouse display boards)
• Assist in the coordination of Association activities.
• Assist in maintaining periodic inventory of Association property.

- Meetings

• Attend all Board of Directors meetings, workshops and annual and special meeting as required.
• Written financial and delinquency reports are to be prepared and rendered to Association on a regular basis and presented at each Board meeting.
• Assist in coordination of Annual and Special Member Meetings.
• Assist to prepare agendas, ballots, and other sign-in sheets, etc.
• Attend meetings and assist Community Association Manager as needed.

- Accounting/Fiscal

• Maintain written and oral communications with Leland Management accounting department to coordinate the various needs and desire of the Association.
• Review and ensure proper coding of all invoices using the Sharepoint system.
• Review financials as received.
• Assist Treasurer/Finance Committee with questions.
• Submit engagement letter from CPA firm for Association yearly review, audits, and tax returns.
• Assist with initial preparation of the proposed annual budget.
• Coordinate with the Assessment and Billing Department at Leland Management regarding accounts that are delinquent. Ensure collection board adopted collection policy is progressing and communicate to the board actions taken and obtain approval to pursue optional legal measures.
• Prepare delinquent reports for and rendered to Association monthly and presented at each Board meeting. Delinquency report is to be included in the minutes.

- Maintenance

• Supervise maintenance/cleaning personnel
• Review operating procedures.
• Schedule maintenance activities.
• Aid in purchasing supplies and verify when received.
• Supervise amenity (Clubhouse, Sports Courts, etc.) contractors
• Obtain or draft specifications.
• Obtain necessary bids using board approved specifications.
• Present comparison of bids to Board for approval.
• Submit contract to Board for signature.
• Prepare, file and post notice of commencement, if required.
• Preview service reports and oversee work in progress.
• Process invoices and lien waivers.
• Provide weekly open and closed work order reports to the neighborhood representatives.
• Evaluate the condition of all Association facilities and common use properties on an ongoing basis.

       (Manager: Primarily HOA, Roads, Landscape, Irrigation System. 

       Assistant Manager: Primarily Clubhouse, Pools, Sports Courts)

     - Be familiar with the safety requirements for workers on the property (i.e., eye protection when working around machinery, etc.)

- Activities

• Supervise event coordinator, resident services associate, and maintenance to provide a well-rounded calendar of social and cultural events, while maintaining sound financial judgement.
• Oversee administration of the community’s website.

- Covenant Enforcement

• Comply with all governing documents and policies of the Board.
• Draft and mail letters informing owners of existing violations and the required action to rectify.
• Work with the membership to overcome problems and resolve conflicts to the extent possible.
• Recommend to the Board the option of pursuing legal action or fines if warranted. Provide reports to the Board depicting enforcement action taken.
• Coordinate with the Architectural Review Committee for issues of non-compliance and notification for approval/denial of applications submitted before the committee.
• Assist Community Association Manager
• Serve as backup to the Community Association Manager.

Knowledge of Software Programs including, but not limited to:

- Microsoft Outlook, Word, Excel, Publisher, Access Database, Power Point, Mail Chimp

- Sharepoint

• Event Management System (EMS)
• Dwellinglive (gate system)
• Website (front & backend)

- Caliber

• Royal Times / Dropbox – basecamp
• Signage Manager – (used to broadcast the weekly slide on the Opticaltel channel/event schedule)
• Issuu – (used to upload main slide – weekly event schedule to the website)

DW- Digital Watch Camera system: Gates, guard gate, North Spa, and Clubhouse

Education & Job Requirements:

• Active CAM License with the State of Florida
• High School Diploma required. Some advance education and training preferred
• Maintain a current Florida Driver’s License