What are the responsibilities and job description for the HOA Specialist position at KMB Property Management?
Description
KMB Property Management, a growing company in the corridor, is seeking an HOA Specialist to serve as the main liaison between KMB and the homeowner’s associations we manage. We are looking for someone who is motivated for growth within the role and company. Please find details on position below.
RESPONSBILITIES:
This position is based out of Iowa City and will require some light travel to Marion, Hiawatha and other surrounding areas. Specific duties include, but are not limited to:
COMMUNICATION
- Maintain regular communication with the board and association members.
- Collaborate with the Board of Directors to determine management priorities.
- Maintains good public relations and interact with residents and board members in a positive, respectful, and professional manner at all times.
- Respond to letters, emails, and phone calls from owners, keeping record of all interactions.
- Send notices of regular, annual, and special meetings.
- Report resident concerns to the board and help to mediate neighborhood conflicts.
- Educate homeowners on approved policies and procedures, according to their association bylaws.
FISCAL MANAGEMENT
- Oversees collection of monthly assessments from residents.
- Work with the accounting team to ensure bills are paid and monthly financial statements are accurate.
- Collaborate with the Board of Directors and the accounting team to develop an annual budget.
- Send homeowners delinquency notices and follow up with calls to help bring their account current.
- Ensure homeowners are charged for delinquent dues and violations if necessary.
- Report past due accounts to the Board of Directors and file liens as needed.
ADVICE AND CONSULTATION
- Advise the board on governing documents.
- Refer the board to other professional advisors (e.g. attorneys, CPAs, engineers).
- Research insurance coverage, handle the claims process, and oversee insurance reviews.
- Attend annual meetings, present a property manager report, and assists in administrative tasks.
RECORD KEEPING
- Maintain files for each member of the association/owner and all renters.
- Maintain records for the association.
- Keep track of home sales and ensure any changes of ownership are documented.
- Provide HOA documents as requested by realtors for any pending home sales.
- Complete Questionnaires and Dues Verification forms to assist in closings.
PROPERTY MANAGEMENT & MAINTENANCE
- Coordinate and communicate with vendors to oversee projects.
- Obtain bids, negotiate contracts with vendors and obtain approval from the Board of Directors.
- Coordinate maintenance to handle emergency situations.
- Walk the property regularly and note any violations or maintenance issues.
- Send homeowners violation notices, issue fines, and work with residents to educate them on the HOA policies.
- Enter work orders for maintenance into the software system, schedule with residents, and follow up on unresolved issues.
- Investigates resident disturbances, violations, or complaints, and resolves problems in accordance with regulations established by Board of Directors.
- Implement Rules & Regulations adopted by the board.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Requirements
EDUCATION, EXPERIENCE & SKILLS:
- Associate’s Degree (A.A.) from an accredited college or equivalent work experience
- 2 years property management experience
- Rent Manager software knowledge a plus
- Strong attention to detail & accuracy
- Professional verbal and written communication skills
- Exceptional customer service
- Provides proactive service to customers both internal and external
- Produces quality work and results that meet expectations
- Team player
- Strong computer and data entry skills
- Ability to multi-task and prioritize in a fast-paced environment
- Driver's License (Required)