The role of a Portfolio Community Association Manager at WestGate Properties located in Santa Fe, NM is to provide information, training and leadership on community association living to the board, committees, and the community at large.
The Manager fosters a sense of community awareness with the residents and provides the necessary administrative tools to the board to enable it to create lasting policies and make decisions in alignment with the communities’ plans and mission statement.
WestGate Properties offers a collegial, familial and team-oriented culture that values quality service to the communities they serve and to each other.
Managers must be familiar with the following concepts as they relate to community associations:
* Governing Documents including the hierarchy of documents and the law
* Rules and regulations
* Board Elections and the role of the board and its officers
* Finances, financial statements, budgets
* Reserves and Reserve Studies
* The importance of meetings and meeting process
* Maintenance concepts and contractors
* How to evaluate maintenance proposals
* Communicating with residents
*JOB DUTIES:*
*Administrative:*
* Provide a central resource for the community and board to obtain information relevant to the community
* Organize the annual resident meeting and meetings of the Board of Directors
* Guide, assist & train board members in the performance of their obligations
* Assist in the development of policies and procedures
* Assist in the development and organization of resolutions
* Maintain Association records, attend relevant meetings
* Attend to necessary correspondence
* Assist in resolving individual owner requests as they pertain to the administration of the Association, Common Elements and Governing Documents
* Coordinate with Association attorney as needed
* Provide community web site including a community calendar and reservations calendar for reserving community amenities, on-line access to an owner’s ledger, on-line access to community resources such as governing documents, minutes, financial reports, on-line work orders, board access to delinquency reports and more
* Manage Site Personnel, including specialized training as needed
* Work with the Board and committees on community building activities that utilize the community resources
*Accounting:*
* Recommend a proposed annual budget
* Account for all assessments
* Maintain books and financial records on a cash or modified accrual basis
* Mail notices of delinquency and take reasonable measures to collect unpaid dues
* Provide coupon books for dues payments and/or email or mailed statements
* Maintain on-line dues paying capability
* Make all disbursements
* Furnish regular financial statements
* Cooperate with Association accountant for end of year tax returns
*Property Management:*
* As directed by the Board, direct and order to be done those things necessary to maintain the property in accordance with the operating budget,
* Monitor the performance of contractors hired to maintain the Common Elements of the Association,
* Make regular inspections of the Association property to monitor the condition of the community and Common Elements,
* Monitor compliance with Governing Documents and Rules & Regulations established by the Board,
* Manage a work order system that provides board members the ability to monitor the progress of work orders (sample on left),
* Monitor contractor liability insurance,
* Manage site personnel and their performance.
* Provide for after-hours response to maintenance emergencies.
*Skills and Abilities:*
Ability to work flexible hours, including evenings and weekends
* Must be organized, very detail oriented, able to multi-task and prioritize in fast paced environment
* Must have exceptional customer service skills
* Excellent written and oral communication skills
* Must be proficient in Microsoft Word and Excel
* Strong organization, problem solving and analytical skills
* Ability to manage priorities and workflow
* Ability to work under stress, with interruptions, and meet all deadlines
* Ability to think logically in following procedures and instructions
Applicants should possess at least 3 years of experience in condominium or homeowner association community management.
CMCA certification preferred.
Job Type: Full-time
Benefits:
* Dental insurance
* Health insurance
* Paid time off
Schedule:
* Weekends as needed
License/Certification:
* CMCA Certification (Preferred)
Work Location: In person
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