The HOA Property Manager is responsible for the day‑to‑day operations, governance support, vendor oversight, and owner/resident experience across an assigned portfolio of homeowner associations. This role requires strong analytical ability, impeccable attention to detail, and exceptional written and verbal communication skills. The manager serves as the primary liaison among the Board of Directors, unit owners, residents, vendors, and internal teams (Maintenance and Finance), ensuring that association operations comply with governing documents, applicable laws, and company standards while meeting service-level and financial targets.
Key Outcomes (What Success Looks Like):
- Accurate, timely Board packets and meeting facilitation with clear minutes and action logs
- Portfolio-level adherence to budgets, assessments, and reserve funding plans in partnership with Finance HOA
- Proactive maintenance planning and on-time completion of preventive and corrective work with Maintenance HOA
- High owner/resident satisfaction, timely resolution of requests, and transparent communications
- Clean annual audits, renewed insurance policies, and documented compliance with statutes and governing documents
- Up-to-date task/project management in Asana and on-time delivery of recurring HOA cycles and filings
Key Responsibilities:
1) Board & Governance Management
- Serve as the primary point of contact for Board members; prepare agendas, Board packets, and management reports for regular and special meetings.
- Interpret and apply governing documents (CC&Rs, bylaws, rules) and relevant state statutes in daily operations; coordinate with counsel when required.
- Facilitate annual meetings, elections, and owner notices in accordance with legal and governing document requirements.
2) Owner & Resident Relations
- Maintain responsive, professional communication with trustees/Board, unit owners, and residents via email, phone, and portal.
- Issue timely association-wide notices (policy changes, maintenance schedules, community events, compliance reminders).
- Manage and resolve escalations, complaints, architectural review requests (ARC), violations, and hearings within established SLAs.
3) Financial Coordination & Reporting
- Support budget development, reserve study implementation, and monthly variance commentary; review financials for accuracy.
- Monitor assessment billing, collections, payment plans, and delinquency follow-up in alignment with collection policies.
- Review and approve invoices, code expenses to budgets, and validate vendor work completion prior to payment.
4) Maintenance, Projects & Vendor Management (with Maintenance HOA)
- Translate Board priorities into annual maintenance calendars; schedule and track preventive maintenance and inspections.
- Open, monitor, and close work orders; ensure scope, SLA, and quality standards are met; maintain accurate asset records.
- Bid, negotiate, and manage vendor contracts (landscaping, janitorial, security, pools, roofing, elevators, etc.); perform periodic vendor reviews.
- Coordinate capital improvement projects (RFPs, proposals, schedules, owner notifications, punch lists, closeout documents).
5) Information Management & Systems
- Keep all HOA Asana projects/boards current with daily updates, dependencies, and follow-ups; maintain recurring tasks and automations.
- Process resale and lender questionnaire packages accurately and within service timelines; maintain fee schedules.
- Maintain organized digital records (governing docs, minutes, contracts, insurance, warranties, architectural files) in the association’s repository.
6) Team Leadership & Development
- Train and onboard new APMs/PMs on processes, systems (Asana, accounting/portal), compliance, and customer service standards.
- Promote a collaborative, service-oriented culture aligned with company values; escalate staffing/resource needs to the Unit Head.
Key Performance Indicators (KPIs):
On-time completion rate for recurring HOA tasks and compliance filings
Work-order first-response and average time-to-close (by priority)
Delinquency rate and collections effectiveness; percent of assessments collected
Budget adherence (OPEX/CapEx) and variance accuracy; invoice cycle time
Owner/resident satisfaction score; complaint resolution time
Board satisfaction score (post-meeting surveys) and action-item closure rate
Qualifications:
- 3+ years of HOA/condo association management or related property management experience
- Demonstrated proficiency with task/project management tools (Asana) and owner portals; strong Excel/Google Sheets skills
- Exceptional communication (written and verbal), meeting facilitation, and stakeholder management
- Strong analytical, organizational, and time-management skills; high attention to detail
- Working knowledge of governing documents, meeting procedures, collections, elections, and common HOA statutes
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