The HOA Account Executive is responsible for the day-to-day management and oversight for assigned portfolio accounts. This role will work directly with the VP of Operations, several Board of Directors, Committees, Vendors, and internal departments to define and complete tasks as assigned, specific to each client’s needs.
Candidates will be responsible for the creation of an individual task list and oversight to ensure completion within the companies’ guidelines/policies and associated timelines. Tasks may involve maintenance projects, research, newsletters, written/verbal communication for individual problem resolution, obtaining proposals, meeting with vendors, insurance claim tracking, and working with our clients’ legal teams on special projects. Duties shall include but are not limited to: preparing for and administering client meetings utilizing companies standardized processes, rules enforcement, state form filing, operations calendar administration, financial review and budget preparation.
Essential Functions:
Maintain all HOA and DRC documents.
Enforcement of the CC&R’s to include notification to the Board
Process all correspondence and invoices to the Board and Accounts Payable
Budget – financial acumen; Monthly financial reports / budget forecast and annual budget. Financial management, including fiscal budget preparation and oversight, invoice approval (sent to Treasurer on a weekly basis), and financial report distribution/comprehension. Overall financial management of a budget to ensure expenses are cost savvy and in line with budget.
Monitor Maintenance Fee delinquency monthly, address as necessary.
Property Management – General maintenance in the community with routine inspections to ensure standards set forth in the governing documents are being observed and report any discrepancies to the Board of Directors.
Vendor Relationship – Ensure contracts and personnel are to the Board’s expectations. Recommend procedural and policy amendments and initiatives to Board of Directors; implement all policies and procedures adopted by Board. Work with vendors to ensure proper documentation of work orders, board projects and prompt response to property staff is adhered too for professional and prompt resolution. Track tasks via an action list for regular distribution to the Board, to keep them informed of projects in the que.
Schedule Board of Directors meetings; prepare agenda; prepare and distribute meeting notices.
Solicit service proposals and manage special projects as directed by the board.
Manage gate access and camera systems.
Maintain and update ownership contact list.
Maintain all documents electronically.
Ensure that all licenses and/or permits pertaining to the operation of the Association are obtained and/or renewed in a timely manner.
Must be available after hours for emergencies.
Candidate will obtain knowledge of the individual clients governing documents (CC&Rs, Bylaws, Articles of Incorporation, Rules and Regulations) and advises the Board on applicable policies and guidelines on matters that are being considered or discussed, per their documents.
Attend regularly scheduled Board meetings, including preparation and distribution of Board Meeting agenda, meeting materials and minutes.
Maintain operations calendar of important due dates, meetings and critical deadlines.
Have a thorough knowledge of the Association’s responsibilities towards maintenance of common areas, neighborhood common areas, property lines, and landscaping easements.
Ability to meet and negotiate with outside contractors and vendors for the needs of the community. At the direction of the Board of Directors, obtain bids, evaluate proposals and make recommendations to the Board for work being contracted to an outside source. Oversee work being performed to ensure satisfactory completion in accordance with the terms of the contract. Completed in partnership with clients selected vendors.
Communicate with and update Board of Directors on a regular basis regarding the operation and administration of the Association.
Daily interaction with community residents and Board members in a professional and courteous manner.
Respond timely to inquiries from Board members and residents and follow through for client satisfaction.
Resolve homeowners’ problems as they pertain to the association, common elements, and governing documents, in a prompt and courteous manner. All calls are returned within 24 hours, except weekends and holidays.
Perform other tasks and projects as assigned.
Stay abreast of current trends in community management through continuing education programs, classes and conferences.
Perform all other duties as assigned by the Executive Leadership team.
Core Competencies:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:
Must be professional in both appearance and character.
Commitment to the highest level of customer service.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Maintain confidentiality and exercise good judgment.
Ability to respond effectively to highly sensitive inquiries or complaints.
Ability to write letters, newsletters, notices, resolutions, policies, etc.
Good decision-making abilities.
Organizing and prioritizing skills.
Excellent verbal and written communication skills .
Attention to detail and accuracy.
Excellent time management and follow-through skills.
Problem-solving skills .
Ability to handle many tasks simultaneously with the ability to work effectively under time constraints and deadlines.
Enthusiasm for the job and for the property.
Minimum Qualifications:
Minimum five years’ experience as Account/Client Manager.
Must possess reliable vehicle with insurance and valid registration.
Typing Speed: 45wpm
Proficient in Outlook, Word, Excel, Webex, Microsoft Teams & Zoom
High level written/verbal communication and problem-solving skillset required.
Proven leadership ability, self-starter.
Available for periodic evening meetings and after hours.
Valid driver’s license
Preferred HOA management experience
Governance – Preparation of all Board meetings, notices, minutes & board requests