What are the responsibilities and job description for the Associate Director of Community Management, Terra West Management Services position at Terra West Management Services?
Description
About Terra West Management Services
At Terra West, we don’t just manage communities—we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first—our clients, our residents, and our team.
Our Core Focus
We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.
Our Core Values – We I.N.S.P.I.R.E. Excellence
The Associate Director is responsible for the supervision of staff, working directly with the Director of Community Management, Association Boards and Committees of the assigned communities in accordance with the Governing Documents of these Associations and the policies of Terra West Management Services. This position will serve as the direct management entity for an assigned community or portfolio of assigned properties.
Essential Functions
Monitor Community Management staff to ensure that performance “deliverables” are provided in a timely manner and staff work is completed in conformance with departmental policies and procedures. Review staffs’ work weekly to maintain quality standards.
Act as Advisor to the Director of Community Management.
Act as Community Manager when current Community Managers are out sick or on leave.
Train and counsel employees. Recommend termination, promotion, salary adjustments and bonuses to Director of Community Management. Review leave requests to ensure adequate coverage for office/clients during absence.
Complete annual employee evaluations in a timely manner and recommend salary adjustments if any. Discuss draft of employee evaluation with Director of Community Management and obtain his/her approval prior to meeting with employee. Similarly, ensure that all new employees receive performance feedback at the end of their orientation/training period.
Assist employees in developing client budgets. Review for completeness and accuracy.
Manage portfolio of assigned properties in accordance with NRS 116 and all Federal, State, and local laws.
Attend Board meetings, take minutes and maintain action lists; provide to board within required timeframe following that meeting. Assist/accompany new/ Provisional Managers for Board meetings. Ensure all Managers complete minutes within the required timeframe.
Provide board packets to board members in advance of board meetings within the required timeframe. Ensure Managers are also meeting these standards.
Take calls from members of the Board of Directors and the community. Resolve issues and handle all escalated calls from communities within a timely manner.
Ensure timely return of management contracts, Accounts Payable, and timely return of legal acknowledgements and tenders.
Monitor the Office’s compliance with NRS 116 and all Federal, State, and local laws, as well as the communities’ Governing Documents. Keep informed and make Board Members aware of NRS 116 and all Federal, State and Local legislation, as well as their Association’s Governing Documents.
Ensure property inspections are performed per contracts and non-compliance policy followed per board for the properties managed by the Senior Community Manager and all licensed Managers assigned to his/her team.
Protect organization’s value by keeping information confidential.
Develop and improve client relations by attending board of director meetings, industry events, company-sponsored board workshops, and new account meetings and presentations, etc.
Core Competencies
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:
Minimum Qualifications:
About Terra West Management Services
At Terra West, we don’t just manage communities—we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first—our clients, our residents, and our team.
Our Core Focus
We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.
Our Core Values – We I.N.S.P.I.R.E. Excellence
- Integrity – We do what’s right, even when no one is looking.
- Nurture – We invest in people, relationships, and growth.
- Service – We exceed expectations with every interaction.
- Passion – We bring energy and purpose to all we do.
- Innovation – We embrace change and lead with forward-thinking solutions.
- Resilience – We stay strong, adaptable, and solution-focused in every challenge.
- Empathy – We listen, understand, and lead with compassion.
The Associate Director is responsible for the supervision of staff, working directly with the Director of Community Management, Association Boards and Committees of the assigned communities in accordance with the Governing Documents of these Associations and the policies of Terra West Management Services. This position will serve as the direct management entity for an assigned community or portfolio of assigned properties.
Essential Functions
Monitor Community Management staff to ensure that performance “deliverables” are provided in a timely manner and staff work is completed in conformance with departmental policies and procedures. Review staffs’ work weekly to maintain quality standards.
Act as Advisor to the Director of Community Management.
Act as Community Manager when current Community Managers are out sick or on leave.
Train and counsel employees. Recommend termination, promotion, salary adjustments and bonuses to Director of Community Management. Review leave requests to ensure adequate coverage for office/clients during absence.
Complete annual employee evaluations in a timely manner and recommend salary adjustments if any. Discuss draft of employee evaluation with Director of Community Management and obtain his/her approval prior to meeting with employee. Similarly, ensure that all new employees receive performance feedback at the end of their orientation/training period.
Assist employees in developing client budgets. Review for completeness and accuracy.
Manage portfolio of assigned properties in accordance with NRS 116 and all Federal, State, and local laws.
Attend Board meetings, take minutes and maintain action lists; provide to board within required timeframe following that meeting. Assist/accompany new/ Provisional Managers for Board meetings. Ensure all Managers complete minutes within the required timeframe.
Provide board packets to board members in advance of board meetings within the required timeframe. Ensure Managers are also meeting these standards.
Take calls from members of the Board of Directors and the community. Resolve issues and handle all escalated calls from communities within a timely manner.
Ensure timely return of management contracts, Accounts Payable, and timely return of legal acknowledgements and tenders.
Monitor the Office’s compliance with NRS 116 and all Federal, State, and local laws, as well as the communities’ Governing Documents. Keep informed and make Board Members aware of NRS 116 and all Federal, State and Local legislation, as well as their Association’s Governing Documents.
Ensure property inspections are performed per contracts and non-compliance policy followed per board for the properties managed by the Senior Community Manager and all licensed Managers assigned to his/her team.
Protect organization’s value by keeping information confidential.
Develop and improve client relations by attending board of director meetings, industry events, company-sponsored board workshops, and new account meetings and presentations, etc.
Core Competencies
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:
- Organizing and prioritizing
- Attention to detail and accuracy
- Maintain confidentiality and exercise good judgment
- Working with each Manager equally – spending adequate time with each Community Manager to ensure quality standards
- Problem-solving skills
- Excellent communications skills, both written and verbal
Minimum Qualifications:
- Minimum five years’ experience as Manager of multiple community associations.
- Supervising Community Association Manager (SUPR) license required.
- Must possess vehicle with insurance and valid registration.
- Valid driver’s license.
- See and read small print, both on paper and on a computer screen, quickly and accurately.
- Sit for extended periods of time while working at a computer.
- Hear and speak clearly on the telephone and in person.