Community Operations Specialist (Developer Services)

Community Operations Specialist (Developer Services)

Daily work involves customer service, vendor management, project management, public speaking, finance, budgeting, and conflict resolution. Many candidates joining our company have experienced previous success in areas such as retail, restaurants, and administrative or task/project management roles; they are able to work independently with some supervision and direction. We are primarily a customer service and communication company that just happens to be in the property management industry. Handling difficult customer situations is an essential trait, as we deal with a high number of conflict resolution scenarios.

Manager Responsibilities:

• Effectively manage a portfolio of developing communities between 7 and 18 communities.
• Work directly with the Developer of each community. This includes the following: Advise the developer on HOA decisions and best practices, attend any open meetings at agreed time, Implement Developer decisions and processes, provide Weekly Updates.
• Manage all vendors within each community and ensure all contractual obligations are met.
• Inspect the sites twice monthly.
• Visit sales offices and provide HOA information and resources.
• Design and prepare Request for Proposals
• Perform site inspections on a regular basis
• Draft and keep all community records
• Follow transitional processes and procedures for the turnover of communities from developer to homeowner board control.
• Keep association files organized on server
• Update portals
• Monthly newsletters
• Handle all Eblasts for the communities
• Effectively run all board and community meetings, included 2x yearly Town Halls. This includes the following: Prepare meeting notices, agendas, and presentations, draft meeting minutes.

Community Rules and Regulations

An HOA manager is typically involved in drafting and enforcing community rules and regulations. These rules govern behaviors that are intended to help maintain a visually appealing neighborhood while protecting property values. Rules and regulations usually govern landscaping and home maintenance requirements; on-street parking; building additions; and exterior home appearance. An HOA manager monitors community activities, hears complaints from homeowners, and investigates and resolves issues.

Maintenance and Upkeep

An HOA manager is responsible for the general maintenance and upkeep of common areas in a community. Managers must ensure that neighborhood equipment, lighting and gates are all in good working order. A manager may be responsible for working with local vendors to uphold this responsibility.

Site Inspection

An HOA manager is responsible for twice monthly community site inspections in which they survey the area for violations according to the HOA’s rules and regulations. The community manager assigns violations to homeowners who have infractions according to the rules and regulations of the neighborhood. An HOA manager may issue fines against non-compliant homeowners if rules are consistently violated, and the community supports a fining policy.

Other Responsibilities

An HOA manager handles the financial matters of the HOA they manage, including the collection of association fees from residents. They may also work in coordination with a council or board comprised of community members who live in the neighborhood. These board members help facilitate neighborhood meetings; keep residents up to date on changes to rules and regulations; and serve as unofficial internal representatives of the management company. The HOA manager may conduct annual elections for the community to elect new board members.

Required Skills & Experience:

• 1–3 years of relevant experience in customer service, hospitality, project management, vendor coordination, or business development
• Strong customer service mindset with the ability to engage professionally with a variety of personalities and stakeholders
• Strong organizational and time-management skills with the ability to self-manage and work independently
• Proficiency in Microsoft Office Suite, particularly Excel and Word
• Willingness to travel locally for site visits and community inspections (personal vehicle required; mileage reimbursed)

WHAT WE OFFER:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!