Job Description

The Management Trust

Position Title: Sr. Community Association Manager – New Development

Location: Trustwide

Reporting To: New Development Associate Vice President

Status: Exempt, Full-Time

Salary: $85,000-$90,000

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Sr. Community Association Manager – New Development is responsible for the management of the operations, maintenance, and oversight of designated Homeowner Association, including, but not limited to the specific tasks as outlined below. Acts as a proactive leader with Boards of Directors and Developer contacts in taking a proactive approach to maintenance, financial forecasting, and planning for the future of client communities. Always thinks through Board Members’ positions and provide them with comprehensive information, anticipating their questions, before asking them to render decisions, which is key to Leadership Management. Presents a balanced dialogue to owners and new Board members regarding new development processes and expectations of community operations. Maintains a position of trust with the client by listening to concerns and responding timely and completely. Actively supports client satisfaction and retention by overseeing the follow through of client tasks – fully leveraging internal support teams, systems, training, and resources. Business is conducted under the direction of the Board of Directors in accordance with state regulations, the Association’s Governing Documents, community management industry standards, and local ordinances, with a professional, helpful, and courteous customer experience focus. Additionally, this role assists with execution of key functions in the setup, management, and transition of a new communities from Developer to Homeowner Association control.

NEW DEVELOPMENT DUTIES:

• Manage highly complex Associations with more complex maintenance requirements, a higher level of amenities, Master Associations, sub-Associations, or phasing schedules
• Assist in training and mentoring new CAM ND team members in best practices
• Maintains knowledge of builder client policies and contacts as related to assigned accounts
• Maintains knowledge of warranty information as related to newer components and coordinates with developer contractor(s) or subcontractor(s) as appropriate
• Educates membership on roles of Declarant, member, and management through development and turnover of Association to homeowner control
• Monitors the schedule and setup of first annual meeting
• Attends additional physical site inspections as needed when new common areas and components are being maintained by Association
• Provides regular homeowner updates throughout the progression of development
• Maintains reports providing regular status updates and communications (not less than quarterly) to developer contacts regarding their projects
• Act as liaison to developers during project build out
• Regularly attends internal training and mentoring groups for New Development managers to stay current on internal policies, procedures, and communications
• Ensures partnership with Developer Services Team for escalated matters
• Ensures partnership with Division Accounting for utility credits, insurance reimbursements, etc.
• Manage a portfolio of assigned communities that may include single family, townhomes, condominiums, or commercial industrial complexes
• Coordinate with multiple support teams to oversee tasks and ensure Association deliverables are met in a timely manner
• Accountable to client requests and tasks, maintains visibility and communication with internal and external partners to ensure they meet the goals established by the Board for relevance, budget, and quality of service.
• Guide, assist, and recommend a course of action for Board members to conduct business using Leadership Management (proactive planning)
• Manage the proactive planning, large-scale projects, and legal deadlines for the Association. Serve as primary point of contact for the Board of Directors and Committees in coordination with an Assistant Community Manager and other support team members
• Perform periodic physical site inspections as needed to oversee projects, condition of common areas, or membership compliance with Association use restrictions and operating rules
• Carry out the policies and directives adopted by the Board in accordance with our contractual terms and conditions and effectively communicate updates to support teams.
• Maintain current knowledge of governing documents, applicable state regulations, and local ordinances that apply to each assigned community
• Responsible for oversight of the condition and recurring maintenance physical property of the Association in accordance with our contractual terms and conditions
• Direct and oversee tasks assigned to support team to compile and prepare information and paperwork for Board meeting and Annual Membership meetings, including Managers Report, agenda, previous meeting minutes, executive session items, architectural items, bank signature cards, ballots, and violation/work order reports.
• Attend Board and committee meetings as needed and required in terms with our contract
• Direct and oversee tasks assigned to support team to execute post-Board meeting items: preparation of minutes, to-do lists, correspondence, calls to homeowners and vendors, issuing work orders, processing hearings, and documentation of projects
• Partners with support team to ensures all Association deadlines are met and documented in system of record
• Ability to review community history, reports and Developer budget documentation in preparation of annual draft budget information.
• Review and code invoices for payment, monitor cash and reserve accounts for cash flow planning for major improvements, issue check requests for reimbursement/other expenses, review budget and financial reports for reclassification of expenses and/or areas of concerns, and work with accounting staff to address Board questions and concerns.

Assist the Association committee(s), volunteers, and/or vendors if requested to obtain bids for projects and to coordinate the inspection and preparation of the reserve study update.

QUALIFICATIONS:

• High School Diploma (or equivalent)
• At least five (5+) year of experience as a Community Manager handling the duties and responsibilities specified above
• May require industry certifications or licensing (state dependent)
• Ability to professionally represent Management and Developer all interactions to maintain positive reputation in the community
• Ability to review Association start-up budgets and intricacies of setting up maintenance schedules for new communities
• Understands how to review the start-up maintenance of newly constructed components
• Solid knowledge of Microsoft Outlook, Excel, and Word
• Ability to meet deadlines and address time-sensitive issues
• Ability to manage workflow amid shifting priorities
• Willing to learn Company process and procedures, and learn/use proprietary software
• Work independently, with little oversight, and with accountability to Division Leadership for the end result achieved
• Demonstrate a positive attitude and ownership mentality; we believe each employee can build his/her own future
• Strong ability to problem solve and utilize resources to bring solutions to client challenges
• Strong written and verbal communication skills
• Ability to delegate to internal support team members, while maintaining accountability for the end result
• Ability to provide conflict resolution to personality challenges that may arise with Board members or homeowners in a calm manner

SPECIAL POSITION REQUIREMENTS:

• Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings
• Must have and maintain a valid driver’s license and vehicle insurance in compliance with Company policy
• Must be able to drive in the dark if required

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, smartphone, tablet, copier/scanner, etc.
• Must be able to walk for up to 4 hours at a time for site visits and turnover meetings
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite locations

SUPERVISES OTHERS? IF SO, LIST:

• None

SCHEDULE & TRAVEL:

• Monday-Friday from approx. 8:00 am-5:00 pm
• This position may require occasional long hours to meet business needs (including weekends)

The Management Trust is an Equal Opportunity employer. We support celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.