Associate Community Manager

About The Manor Association

Since 1973, The Manor Association has been a recognized leader in residential and commercial property management for the San Francisco Bay Area. Specializing in the management of planned communities, condominiums and town homes, we have an unparalleled record of tenure in assisting multi-family associations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Financial Management:

• Provide financial statements to the Board in a timely manner.
• Verify the association’s bank accounts to ensure current signature cards are on file and reserve accounts do not exceed FDIC insurance levels.
• Ensure the association has a current assessment collection policy and that collection procedures are being implemented according to the policy.
• Investigate any past due payments to vendors, addressing questions, researching and obtaining needed information from staff.
• Ensure the association has appropriate budget and audit agreement in place, reserve study/updates on file and budgets in place for each fiscal year.
• Coordinate audits and membership communications:
• Assist with annual budget and reserve study preparation.

Physical Management

• Work with TMA staff to receive and address maintenance requests and/or escalated complaints concerning the Association’s Common Areas and dispatch to appropriate vendors. Process work orders, as needed:
• Participate on the after-hours emergency teams.
• Prepare monthly site visit reports, initiate work and projects, and document actions taken by the management team.
• Assist with RFP preparation, tracking and communication with involved parties.
• Request bids from insured vendors, as needed by the management team.

Administrative Management

• Ensure that the Association’s records are correctly organized and saved, both physically and electronically, according to Manor’s records retention policies.
• Board Member Communication – Coordinate with Board Members regarding various issues, violations, CC&R’s, returning emails from CM to Board Members. Maintain and update Agendas, Managers Reports and other status reports
• Prepare and distribute written communications, including general correspondence, notices, vendor communications, owner appointments, charge backs, violation notices, etc.
• Draft Board correspondence, as directed.
• Prepare City, County, State correspondence.
• Maintain Lease agreements (send letters to owners requesting copies of lease agreements)
• Manage all Architectural Control requests from residents, including distribution of all rules and providing proper specs and forms for submission to the Board for approval.
• Coordinate monthly newsletter process.
• Maintain and distribute action item reports to the CM and Association Board.
• Coordinate meeting schedules and populate calendar(s) with meeting dates and deadlines.
• Assist in the assembly, packaging, and distribution of Board Meeting Packets.
• Attend board meetings, as requested. Attend annual meetings and participate in check-in/elections/voting, as required, and ensure that all correspondence for the annual meeting are prepared and mailed according to the mandated timeline.
• Facilitate inspection of records by members in accordance with Davis Sterling.
• Maintain and update member information records.
• Assist in the renewal of association insurance policies.
• Other duties as assigned.

QUALIFICATIONS:

The ideal candidate(s) will possess the following:

• Bachelor’s degree, with 3-6 years’ relevant experience in Community Management and/or Customer Service required. Property management, real estate and/or construction industry experience preferred.
• Superior communication skills (oral and written). Must be able to confidently service incoming requests and maintain open dialog and relationship with CM and Board Members.
• Demonstrated project/task planning & scheduling capability and excellent prioritization skills.
• Analytical with exceptional attention to detail.
• Excellent problem-solving skills. Able to identify and resolve problems in a timely manner. Works well in group problem solving situations;
• Ability to multi-task and work well under pressure.
• Able to work both independently and as a member of a team.
• Customer-connected attitude! Ability to accurately and succinctly summarize customer problems to management and other departments.
• Ability to define, implement, and document special projects.
• Must be responsible, highly dependable, extremely accurate and organized.
• Demonstrated ability to prioritize, delegate and project manage tasks. Knows when to involve CM’s and/or other parties in a given situation.
• Pleasant, friendly and professional demeanor.

TECHNICAL SKILLS:

• Proficiency in MS-Office Suite, CRM applications (Salesforce, etc.), internet use, internal office equipment (phone, fax, copier), etc. required.
• Working knowledge of e-mail marketing tools such as Constant Contact, Vertical Response, etc. and social media management techniques.

PHYSICAL DEMANDS:

• Must frequently be able to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Position may require a combination of sitting, talking, walking and communicating with peers, Community Managers, Management, as well as, Board members and Home Owners.
• Frequent repetitive motion on tasks, i.e. stapling, typing, filing, etc.
• Reliable transportation; CA Drivers License; DMV clearance

The Manor Association, Inc. is proud to be an Equal Opportunity Employer.