9 HOA Management Assistant Jobs in Sioux, IA
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HOA Management Assistant
$52k-68k (estimate)
Full Time
0 Months Ago
J M Property Management is Hiring a HOA Management Assistant Near Sioux, IA
Job Description: HOA Management Assistant
Location: Sioux City, IA, 51101
Skills Required:
- Organized
- Meticulous
- Professional demeanor
- Public speaking
- Detail oriented
- Considerate
- Compassionate
- Flexible
Key Job Responsibilities:
- Assist in managing the day-to-day operations of the HOA
- Coordinate and attend meetings with board members and residents
- Prepare and distribute meeting agendas and minutes
- Respond to resident inquiries and complaints in a timely and professional manner
- Assist in the preparation and management of the HOA budget
- Coordinate and oversee maintenance and repair projects
- Ensure compliance with HOA rules and regulations
- Assist in the enforcement of HOA rules and regulations
- Perform other duties as assigned by the HOA manager
In addition to a high level of professionalism and a demonstrated ability to multi-task with a smile on – the greatest quality you can bring to this role is a genuine love of people! J&M Property Management serves all kinds of people – both on the phone and in our corporate office setting. In this challenging and rewarding position you will encounter all kinds of difficult and sometimes stressful situations involving people, some of them are the external customer/tenant/resident, some of them are your internal co-workers, all of them are valuable and individual people who need something from us. The ability to smile and remain positive while consistently applying superior listening skills to achieve understanding of unstated needs and provide solutions to daily requests will ensure your success in this role.
DAILY RESPONSIBILITIES
- You will create a welcoming and friendly environment for residents, guests, staff, and vendors.
- You will answer as many incoming calls as possible, you will take good notes and forward all necessary information to the right person according to their preferences – i.e. a text message, email or voice message.
- You will check messages a minimum of 3x daily – at the start of your shift, immediately following lunch and 30 minutes prior to leaving for the day.
- You will project a genuine desire to assist in all transactions with customers, vendors, residents, and co-workers through tone of voice, facial expressions, body language and professional attire.
- You will project a professional demeanor and collaborative attitude.
- You are adept at prioritizing duties and keeping up with multiple tasks and deadlines.
- You will attend HOA Meetings, create meeting minutes and be responsible for distributing information to correct Board and Committee Members afterward.
- You will collect incoming requests from HOA residents and ensure they are filled out correctly and received in accordance with the requirements of the HOA’s.
- You will follow up with HOA residents after meetings and update their files (digital and paper) with outcomes of requests presented at meetings.
- Your knowledge of all the Association Documents will ensure you are resourceful and decisive in handling of daily issues
- You are articulate and can communicate clearly in writing and verbally
- You demonstrate an attention to detail, take notes, write down the important things, ask for clarification of expectations or outcomes and have a system for keeping yourself on-task.
- You are reliable, punctual, and an effective problem-solver
- You have the ability to build and maintain positive working relationships
- You take ownership of your work environment and regularly clean your office space
FINANCIAL RESPOSIBILITIES
- Prepare prior 5-year actuals financial comparisons for budgeting purposes with line item documentation for Board review and budget preparation.
- Based upon approved Budget, calculate individual assessment amounts and notify homeowners
- Bill homeowners quarterly via email for assessments and other charges due the Association and assess lates charges according to Board policy.
- Monitor delinquent accounts and refer to legal counsel for collection, in accordance with Board policy.
- Deposit all funds collected on behalf of the Association and maintain adequate records concerning same.
- Advise the Board on financial matters, including collections.
ADMINISTRATIVE RESPONSIBILTIIES
- Act as advisor to the Board in areas such as assessment of collections, rules and regulation, architectural control, communications, review of governing documents, parliamentary procedures, elections, formation of committees and other areas unique to association management.
- Attend all Board Meetings – 12 Monthly and 4 Quarterly
- Prepare and deliver a Board Packet at least 3 days prior to the Board Meeting, including an Agenda; written Management Report; copies of significant correspondence, bids and other material needed for effective decision-making; and prior month’s financial statements.
- Assist with the Annal Meeting procedure in compliance with the governing documents and relevant statues, al.so attend and assist in tallying ballots.
- Prepare an Annual Report as required by documents and law.
- Provide a Homeowner Information Packet to all present and future owners, explaining the role of Management and basic procedures via email.
- Act as liaison between the Board and the Homeowners.
- Initiate and answer correspondence as appropriate.
- Assist in the interpretation of the governing documents and relevant legislation (this shall not be construed as legal advice).
- Advise the Board of local, state and federal legislative and court developments which affect the Association.
- Assist in the administration and enforcement procedures of the CC&R’s, rules and regulations and architectural guidelines.
- Recording keeping of legal documents, construction plans, owner, mortgagee and resident files, minutes, annual reports, financial records, contracts, insurance policies and certificates, etc.
- Advise the Board in its arrangements for liability and casualty insurance on the common and/or real property, fidelity bonds and crime coverage, directors and officer’s liability insurance, and workers compensation.
- Prepare insurance specifications and solicit competitive bids.
- Investigate potential insurance claims, report any claims to the insurer, submit loss claim for payment, and assess insurance decutible amounts pursuant to Board policy.
- Prepare an annual calendar highlighting those dates and activities important to the operation of the Association.
- Serve as liaison for professional services such as legal, audit and income tax, architectural, design and engineering.
- Provide the Board with a Homeowner Directory listing by unit address, unit owner name, home and work phone number (where available) and mailing address, if absentee owned in an electronic format.
- Recording and typing meeting minutes.
MAINTENANCE RESPONSIBILITIES
- Make bi-weekly property visits to monitor staff and/or contractor performance and to monitor the condition of the areas maintained by the Association. Document and prepare any necessary violation or notice letters.
- Respond to special and emergency situation within the Association’s responsibility, and arrange for needed repair work.
- Prepare maintenance specifications for such services as summer grounds care, snowplowing, painting, etc.
- Solicit competeitive bids for maintenance services and negotiate contracts subject to Board approval.
- Monitor the performance of contract service providers, in conjunction with on-site staff.
- Hire and discharge independent contractors who provide services to the Association.
- Provide contractor agreements and work schedules.
- Establish prevenatative maintenance schedules.
- Purchase equipment, tools and supplies (at Association expense) for the operation of the Association.
- Recommend changes to reduce future maintenance/operating costs.
YOUR QUALIFICATIONS
- A proven track record of doing the right thing - Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
- A proven ability to “FIGURE IT OUT”, manage your time efficiently and uphold all J&M Property Management Core Values
- Demonstrated proficiency with a computer and all Microsoft Office applications
- Willingness to learn and assist above and beyond as part of “the team”.
- Good interpersonal skills
WORKING CONDITIONS -
- This job is primarily performed in an air-controlled office setting, however, there will be occasional travel to outside locations and properties in order to perform on-site duties.
- There will be long periods of sitting, typing and answering phone calls and using a variety of office equipment.
- Frequent Front Desk traffic of Vendors, Tenants, Residents and Delivery Drivers Daily
- You will also be asked to provide support and perform tasks for the HOA Manager, Accounting Manager, and Human Resources.
PHYSICAL REQUIREMENTS
- Ability to push, pull and lift 20 pounds frequently, 50 pounds or more occasionally.
- Ability to kneel, crouch and stoop.
- Ability to reach above and below the shoulders.
- Ability to use a step ladder.
Job Summary
JOB TYPE
Full Time
SALARY
$52k-68k (estimate)
POST DATE
05/26/2023
EXPIRATION DATE
06/08/2024
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