Job Description

Build Your Future, Strengthen Communities – Grow with CIMS

One of the fastest-growing HOA management companies in Northern California is looking for a full-time remote Project Manager to join our team in San Ramon! Common Interest Management Services, an Associa company, is a leader in innovative HOA solutions with seven offices across the Bay Area and Central Valley. We're committed to improving communities and delivering outstanding service—come join our team!

Learn More About CIMS:https://commoninterest.com/

Why Work at CIMS?

At CIMS, we offer a vibrant and supportive workplace where your work makes a real impact. With growth opportunities and benefits, CIMS is the ideal spot to launch a fulfilling career in the HOA industry. We offer a comprehensive benefits package, including medical, dental, and vision insurance, a 401K plan with a match, vacation, sick, and holiday pay. We have a Social Committee that organizes fun company events like our Summer Picnic, Holiday Celebration, and virtual team-building activities!

How You’ll Make an Impact

The successful candidate will provide day-to-day project management support and serve as an executive liaison during construction defect repairs and reserve projects for a portfolio of homeowner associations. This is a full-time exempt remote position that will require frequent client site visits throughout the Greater Bay Area The annual salary is $75,000-$90,000, direct experience highly considered.

Post Litigation:

• After settlement, review legal documents and work with counsel to facilitate proper disclosures to owners and interested parties.
• Work with the law firm as needed to obtain additional documents certifying completion of construction repairs related to litigation

Project Planning:

• For construction defect projects, conduct a detailed review of final settlement report provided by the attorney.
• Consultation with the Board on determining the scope of work to be done.
• Identify Construction Manager candidates for the Board to interview; coordinate and participate in interviews.
• Detail review of association's financial state and reserve study.
• Identify Construction Manager candidates for the Board to interview; coordinate and participate in interviews.
• Identify Architects, Engineers and other specialty consultants for the Board to interview; coordinate and participate in interviews.
• Consultation with the Board on repair options.
• Identify General Contractors for the Board to interview; coordinate and participate in interviews.
• Assist with project scheduling and communication to owners regarding work notices.

Project Administration:

• Provide oversight, management and coordination of the Construction Manager, Architect, Engineers, Community Manager, Customer Service, and other primary personnel involved with the project.
• Attend meetings with various parties related to the project as necessary
• Review and process progress payment requests from Contractors.
• Review change order requests from Contractors and make a recommendation to the Board on acceptance or denial. Board makes final decision.
• Review invoices from the Construction Manager, Architect and other consultants.
• Review project schedule to ensure that work is progressing as planned, and/or note reasons for schedule deviations.
• Handle all communication, inbound and outbound, with owners as required.
• Provide administrative support as needed to support the project.

Financial Management:

• Assist the Board with budgeting, including review of available funds on hand and future reserve contributions, to determine the Association’s ability to pay for the Project.
• Assist in obtaining additional funds to pay for the Project, such as special assessment, construction loan, etc. if needed.
• Review actual versus budget figures monthly and report any discrepancies to the Board

Communication with Board and Membership:

• Act as liaison between all parties involved and the Board.
• Facilitate ongoing communication with the board, construction manager, community manager, CIMS customer service representative, owners, and other related parties throughout the process.
• Provide regular project updates to the Board

Administration:

• Keep track of time spent on each task with a brief description.
• Submit a monthly timesheet for each engagement for billing purposes.
• Attend routine Project Support Team Meetings (Weekly/Monthly) to provide a status update on each project, share challenges and success stories, compare actual hours versus contract hours, discuss contract adjustments, when necessary, etc.
• Prepare for and present our services to clients.
• Achieve annual billing goals
• Attend evening board meetings twice a week via Zoom

Qualifications

What You Bring

• 3+ years’ Project Management Experience. HOA or residential property management experience a plus+
• High School diploma or equivalent
• Intermediate level experience with Microsoft 365, Teams, SharePoint & Project Management software
• Strong written, verbal communication and presentation skills
• Strong organization & time management skills
• Experience developing, managing, and monitoring organization budgets.
• Proven ability to navigate complex interpersonal dynamics, and responsive to client needs.
• Strong attention to detail, urgency & judgement with the ability to work independently.
• Demonstrated ability to identify, assess and mitigate organizational risk
• Proven ability to develop and manage efficient business processes
• Reliable transportation and a valid driver's license with clean driving record required.

The primary location for this position is 12647 Alcosta Blvd San Ramon, Ca 94583