HOA General Manager (CA)

Overview

Oversees HOA operations, staff, finances, contracts, and maintenance for the association

Key Responsibilities

• vendor management
• budget preparation
• financial reconciliation
• rfp drafting
• maintenance oversight
• staff supervision

Tasks

-Oversee office staff, vendors, and suppliers to attain Association goals as established by the Board of Directors. -As directed by the Board of Directors, provide the Association’s general counsel with draft bid proposals for review and approval before presentation to the Board of Directors. -In conjunction with the Association’s Maintenance Committee, inspect and investigate possible unsafe vendor/contractor practices and conditions and resolve as needed, or recommend appropriate course of action to the Board of Directors. -Under the direction of the Board of Directors and with the assistance of those appointed by the board, draft specifications for Requests for Proposal. -Review and approve Association checks for payment of Association invoices and ensure that the appropriate budget line item is utilized when the invoice is processed for payment. -Review and ensure that the Financial Manager verifies journal entries via the Association’s monthly unaudited financial statements. -Prepare and maintain a vendor list for the Association, ensuring that there are three vetted and qualified vendors for each of the following areas: carpentry, concrete, electrical, structural and geotechnical engineering, project management, landscaping (annual maintenance contracts), tree maintenance, and plumbing. -In conjunction with the Board of Directors, Finance Committee, and Management Company, assist with the creation of the Association’s annual operating and reserve budgets. -In conjunction with the Association’s Maintenance Committee, confer with vendors and contractors to address and resolve issues related to the completion of contracted projects. Advise the Board of Directors of vendor/contractor issues, provide recommendations and follow the Board’s guidelines for resolution. -Review and monitor all Association budget accounts throughout the year to identify and adjust for variances and seasonal changes. -Monitor the receipt of all monetary payments made to the Association for use and purchase of amenity and access items, such as key fobs. -Pre-screen and interview prospective employment candidates for Association office. -Train and supervise new and existing employees. -Ensure that monthly unaudited financial statements are received in a timely manner from the Association’s financial manager for review by the Association’s Treasurer. -Meet scheduling and attendance requirements, per policy. -Provide guidance and job development to employees on work practices, performance and policies/procedures. -Draft correspondence in response Board of Directors policies and other correspondence as it pertains to the Homeowner Association. -Ensure that insurance coverage for the Association is adequate, as stated in the governing documents, and review insurance coverage as necessary. -Direct the work efforts and schedules for all office staff. -Conduct position and wage research for office positions in order to ensure wages, hours, and working conditions are comparable with the current employment market and Management Company competitors. -Provide the Board of Directors with written justifications of budgetary increases or decreases to the Association’s annual operating and reserve budgets. -Provide the Board of Directors with data and subsequent budgetary trends and historical comparisons in the Association’s annual budget. -Ensure proper accounting and reconciliation for work and change orders. -In conjunction with the Association’s Maintenance Committee, assess the overall condition of Association property and amenities, gather observations and data in written form, and provide recommendations to the Board of Directors on a course of action to address any issues. -Works with Accounts Receivable to monitor delinquent Association Member accounts and ensure adherence to the assessment collection process as indicated in the Association’s governing documents. -Establish relationships and maintain contact with the Association’s general counsel, under the direction and guidelines established by the Board of Directors. -Direct and organize all office operations. -Terminate employees when needed, in accordance with Management Company policies and procedures. -Provide recommendations to the Association’s Board of Directors regarding effective use of financial resources and prioritization expenditures on a monthly, quarterly and annual basis. -Review and approve employee timesheets at the end of each pay period and ensure personnel files are maintained for all employees including, but not limited to, vacation and sick leave records. -Accept contracts per specifications upon approval from the Board of Directors. -Review and monitor any open Request for Proposal requirements requiring review and approval by the Board of Directors, as prepared by those appointed by the board. -Conduct annual performance appraisals for employees and recommendations on salary actions. -Work with confidential/sensitive information and use diplomacy and discretion in communicating such information. -Effectively and efficiently handle priorities and deadlines. -Analyze and research probable operating and reserve increase or decreases for specific expense and income items in the Association’s annual budget. -Review, plan and schedule maintenance for the Association common areas and amenities.

Requirements

• property management
• supervisory
• project coordination
• time management
• problem solving
• communication

What You Bring

-Intermediate mathematics as well as written and oral communication skills. -Effectively coordinate multiple projects, use time management skills, and exercise independent judgment. -Minimum of 5 years of community association and/or property management experience. -5 years of supervisory experience; effective in motivating and building strong teams. -Organizational, planning, project management, time management, and problem-solving skills. -Effective follow-up skills. -Professional image or business image, per policy, as well as personal etiquette. -Strong internal/external customer relation skills to communicate with all levels of management, employees, homeowners, and other stakeholders.

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About Seabreeze Management Company, Inc.

-Grows steadily across California, Nevada, and Washington. -Manages homeowner associations, mixed-use developments, and commercial common-interest properties. -Offers financial oversight, community operations, and strategic guidance for residential and commercial properties. -Led by a leadership team with deep expertise in engineering, real estate, and HOA administration. -An AAMC-certified full-service property management firm backed by over three decades of experience.

Sector Specialisms