JOB TITLE: Community Administrator 

REPORTS TO: Executive Director 

SALARY: $50,000-$60,000 per year 

CLASSIFICATION: Full-Time Non-Exempt 

POSITION SUMMARY: 

Strives to maintain a harmonious and desirable community by enforcing covenants, administering architectural review process, and performing various administrative duties for the Ken-Caryl Ranch Master Association. 

POSITION FUNCTIONS: 

A. Covenant Enforcement: 

• Inspects the community for covenant violations and administers the violation process using Smartwebs software.   

• Responds to complaints of alleged violations by investigating and initiating corrective action. 

• Directs the curing of any violation by on-site inspection, email, telephone call, or letter, stating nature of violation and suggestions for cure. If no solution is achieved after following the violation process, initiates the Notice of Hearing by the Covenant Control Committee. 

• Coordinates all aspects of Covenant Control Committee meetings. 

• Maintains files, inputs data, and performs follow up on all alleged violations and complaints. 

B. Architectural Coordination: 

• Works with residents to coordinate submittals through Smartwebs to expedite the architectural review process in compliance with architectural guidelines. 

• Coordinates the process to assure that all submittals receive the proper review by the committee and/or consultant. 

• Coordinates all aspects of Architectural Committee meetings. 

• Prepares bi-weekly review package for Architectural Consultant. 

• Maintains correspondence between residents and committee/consultant – written, phone, and office visits.  

• Maintains computer and paper files. 

• Schedules site visits by consultant, committee, and staff as needed.  

• Performs site visits to verify proper completion of projects. 

 

C. Other Tasks:  

• Assists Executive Director with various administrative tasks necessary to run the organization. These may include, but are not limited to, responding to resident feedback, coordinating trash/recycling concerns with our contractor, and researching topics as needed. 

• Coordinates Status Letters and associated inspections for title companies. 

• Sends Welcome Letters to new residents. 

• Serves as back-up to the Finance Manager for some financial tasks and homeowner account questions using Village Management Software. 

• Assures compliance with documents and recommends updates. 

• Writes regular articles for publication in Life at Ken-Caryl, educating members of the Association regarding architectural requirements and community rules and regulations. 

• Assists with annual volunteer dinner, Barn BrewHa event, and other special events or meetings as needed.  

• Performs miscellaneous tasks as assigned.   

  

JOB QUALIFICATIONS: 
 

• Previous experience working for a homeowner association, preferably with covenant and/or architectural involvement. 

• Strong people skills are required, including ability to deal diplomatically and tactfully with difficult situations.  

• Outstanding organizational and time management skills. 

• Detail oriented.   

• Strong communication skills. 

• Effectively interact with the public and coworkers in a positive and helpful manner. 

• Flexibility, willingness, and ability to deal with challenging situations. 

• Proficient computer skills.  

• Must be willing to drive personal vehicle but will be reimbursed for mileage. Must have clean Motor Vehicle Record and proof of insurance. 

 

HOW TO APPLY: 

To apply, send a resume and cover letter to Victoria DeSair at victoriad@kcranch.org. Applications will be accepted through March 31. 

JOB POSTING: Assistant Community Association Manager: Large Scale

Summary:  Assists and supports the Community Association Manager in residential homeowners' association for clients by performing the following duties personally or through supervision of subordinates and/or vendors as stated in the management contract. Responsible for daily operations of building and management of vendors as needed. The Assistant Community Association Manager will have experience in building maintenance, customer service, and computer software skills. The Assistant Community Association Manger will supervise a group of individuals and vendors at the on-site property.  For detailed on-the-job responsibilities, please consult the Standard Operating Procedures for the Association.

Essential Duties and Responsibilities:

• Perform daily on-site property checks, compiling action lists and ensuring completion by all vendors. Identify violations and maintenance-related issues and reports findings to the Community Manager.

• Careful attention to following up and executing failures in compliance related to association's governing documents.

• Advise the Community Association Manager regarding changes that should be made to maintenance, upkeep, or reconditioning of property as specified in management services; responsible for implementing these changes in a timely manner.

• Communicate with homeowners on building issues (i.e., special projects, water shut-downs and repairs) and email a weekly update to homeowners.

• Carry out decisions and actions of the Community Association Manager and Board of Directors.

• Issue a report of activities performed for Board review as Board directs.

• Attend association board meetings and needed Committee meetings, and plan and facilitate each, including the Annual Members Meeting, in tandem with the Community Association Manager.

• Assist the Community Association Manager with meeting notice distribution; collect, collate and proxy management for annual/special meetings; sign-in of attending homeowners and guest speakers prior to meetings; and publishes meeting minutes on bulletin boards within the Association.

• Participate in quarterly and annual inventory of building contents and property condition as Community Association Manager directs, and forwards listing to Board of Directors for review.

• Assist the Community Association Manager in processing applications from Homeowners to undertake renovation and remodel projects.

• Responsible for the maintenance and accuracy of internal system databases in tandem with Community Association Manager.

• Follow Standard Operating Procedures and property policies.

• Provide ongoing support and communication with homeowner calls and emails.

• Maintain a calendar for all periodic duties (daily, weekly, monthly, annually) and a follow-up file to ensure they are accomplished.

• Accept deliveries and pick-ups for homeowners as appropriate.

• Collate and maintain homeowner database on an annual basis.

• Provide administrative and analysis assistance to the Board and the Community Manager using MS Word and Excel.

• Review suggestions in the Suggestion Box and directs them for Board review.

• Enforce building security by ensuring all vendors are signing in and out at the front desk.

• Order supplies as required in connection with building and administration, and building maintenance according to the Standard Operating Procedures.

• Maintain bulletin boards throughout the Association, which are for building business only.

• Document and report any loss or damage of any nature occurring in the building to the Community Manager with a full understanding of how to handle emergencies when they arise.

• Perform light maintenance.

• Coordinate work requests with contracted staff.

• Provide assistance to plumbers in locating and shutting off water valves in the building.

• Enter individual units for emergency only.

• Maintain and conduct annual audit of key/FOB system.

• Operate camera and recording system. 

Supervisory Responsibilities: 

• Assist the on-site staff with technical questions regarding building or departmental procedures.

• Ensure that staff members are in compliance with all company policies per the Hammersmith® Employee Handbook.

• Coach and mentor staff to achieve performance goals.

• Provide recruiting requests to Human Resources for available positions within the department; interview and hire employees.

• Train and develop on-site staff; create training calendars.

• Provide timely one-on-ones with staff.

• Monitor and report on staffing needs within the department.

• Review employee timesheets/punches for accuracy.

• Handle disciplinary issues with support staff.

• Create employee action plans as needed.

Performance Standards:

• Establish and meet monthly and annual goals.

• Develop and maintain supportive and communicative partnership with all Directors and Department Managers.

• Ensure that all performance standards for direct reports are being met. 

• Deliver and exceed client, resident, and guest expectations.

• Must consistently exhibit a high level of customer service.

• Present a professional demeanor and possess a “Client-First” attitude.

• Strong customer service and organizational aptitude

• Demonstrate excellent organizational skills with the ability to prioritize and work effectively on multiple tasks in a fast-paced, demanding environment 

• Be dependable, follow through on commitments, produce timely work, and be willing to pitch in to get the job completed 

• Demonstrate ability to make decisions, lead people and manage resources

• Demonstrate positive, solution-oriented communication with a diverse population

Working Environment:

• This position operates in a professional office setting with usage of standard office equipment.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee may frequently be walking during site visits. Employees may also be frequently sitting and/or standing.

Other Duties:  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.  

Requirements

Knowledge, Skills, Abilities, and Other Qualifications:

• Must possess personal values that are in alignment with those of the company: Excellence, Partnership, Professionalism, Integrity, and Life Balance.

• Knowledge of rules and regulations of assigned community

• Knowledge of MS Word, Excel, Outlook and Publisher

• Skill in attention to detail, decision making, and problem solving

• Skill in business communication

• Skill in delivering excellent customer service

• Skill in strong problem solving and troubleshooting 

• Ability to build strong working relationships with Team Members

• Ability to demonstrate tenacity and a strong determination in achieving both company and personal goals/objectives

• Ability to develop and maintain a supportive a communicative partnership with all Directors and Department Managers

• Ability to effectively communicate both verbally and in writing

• Ability to perform duties with limited supervision

• Ability to stay alert to potential problems and propose changes to policies and programs

• Ability to utilize different computer software

• Ability to work a flexible schedule in order to meet deadlines

• Ability to work in a fast paced environment

• Ability to be professional in appearance and presentation

• Ability to cover Gatehouse and Iron Horse Gym 

Education and Experience:

• Associate's degree (A. A.) or equivalent from two-year college preferred; or six months to one year related experience and/or training; or equivalent combination of education and experience.

• Six months' legal and tactical experience in managing Homeowners Associations is preferred. 

• Previous experience in the property management industry preferred

• Previous experience managing high-rise buildings preferred

• Previous supervisor/managerial experience required 

• Strong customer service skills and experience

Benefits:

Regular full time Hammersmith® employees are offered a full range of benefits including Medical, Dental, Vision, Disability Insurance, HSA and FSA participation, comprehensive 401(k) plan, sick time, vacation time, and much more!   All regular employees are encouraged to take 1 paid day off per year, as part of our Philanthropic Day of Service.

Hammersmith® is an Equal Opportunity Employer.  

To apply, please visit this link:

https://recruiting.paylocity.com/recruiting/jobs/Apply/248754/Hammersmith/Assistant-Community-Association-Manager

JOB POSTING: Onsite Community Association Manager: South Denver/DTC

Reports To: Regional Director 

Department: Community Management

Exemption Status: Exempt/Salary

Summary:  The purpose of the Community Association Manager is to facilitate, advise and assist Community Association’s Board of Directors in the operation and management of their communities including education to Board members and owners, building community compliance/harmony and promoting the general welfare of the community.  The Community Association Manager is responsible for managing the daily operations of the homeowners Associations, including property maintenance, financial operations and managing vendor activity. 

Essential Duties and Responsibilities:

• Serve as a liaison between the Board Members, Service Providers, Owners and Contractors.
• Correspond daily with clients within corporate standards
• Create and Conduct both New Homeowner and New Board Member Community Orientation Meetings.
• Plan, schedule, organize and facilitate Membership and Board meetings of the Association within the parameters of the governing documents and in keeping with Company standards.
• Manage the Hammersmith® Management Agreement renewal process for the client by reviewing the current rate; evaluating and recommending appropriate rate increases; generate and submit the contract renewal form to the Executive Assistant; review, present and close the renewal with the client; and ensure returned signed contracts are submitted to the appropriate person within the prescribed timelines.
• Ensure the Association’s insurance policy does not lapse and monitor for proper coverage. Cooperate with the Association in investigating and reporting of all accidents and insurance claims, including potential claims.
• Correspond with Association’s legal counsel regarding general Association matters and on obtaining necessary resolutions, legal opinions and status reports. Attend court and depositions on behalf of the Association to represent and defend, when applicable.
• Regularly perform site inspections to check property conditions, make maintenance recommendations, and note violations in accordance with the Association’s governing documents.
• Advise Board of Directors on preventative maintenance programs.
• Assign emergency repairs involving danger to life or property as immediately necessary for the preservation and safety of the residential units and unit owners in the Association via Company resources and in coordination with Preferred Vendors and/or with vendors chosen by the Board of Directors.
• Perform on call duties in accordance with the on call schedule and procedure, consisting of periods of 7 consecutive days, 24-hours per day.
• Review and understand financial statements in order to report and advise the Board of Directors as it relates to Association’s financial status, investment strategies, including timelines, and operating budget variances; facilitate addressing financial questions from the Board of Directors in partnership with the Accounting Manager.
• Responsible for the preparation of a Management Report, Board Packet, and Draft Minutes 

Supervisory Responsibilities: 

• Assist staff with technical questions and departmental procedures.
• Ensure that staff members are in compliance with all company policies per the Hammersmith® Employee Handbook.
• Coach and mentor staff to achieve performance goals.
• Provide recruiting requests to Human Resources for available positions within the department; interview and hire employees.
• Provide timely one-on-ones with staff.
• Monitor and report on staffing needs within the department.
• Review employee timesheets/punches for accuracy.
• Handle disciplinary issues with support staff.
• Create employee action plans as needed.

Performance Standards:

• On-Time Delivery of Board Packets and Meeting Minutes
• Accurate, Timely and Completed Discussion and Action Items
• Accurate and Timely Owner Notices and Mailings
• Understanding of Community Financials
• Accurate and Timely Invoices and Coding
• Accurate and Up to Date Legal Review
• Accurate and Timely Annual Budget Preparation and Presentation
• Inspections and Violations are completed, reviewed, escalated and closed
• Responsiveness to Support Departments and Team Members
• Clear and Timely Communication with Board Members and Homeowners.
• Deadlines are Met and Requests for Information are Delivered
• Client Retention
• Ensuring services and contracts don’t lapse
• Monthly payroll submittal on or before the 6th of the month.

Working Environment:

• This position operates in a professional office setting with usage of standard office equipment.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee may frequently be walking during site visits. Employees may also be frequently sitting and/or standing.

Other Duties:  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.  

Requirements

Knowledge, Skills, Abilities, and Other Qualifications:

• Must possess personal values that are in alignment with those of the company: Excellence, Partnership, Professionalism, Integrity, and Life Balance.
• Skill in in policy development and interpretations budgeting, financial management, risk management, human resources, facilities management, maintenance, operations, planning and public relations.
• Must possess personal values that are in alignment with those of the company: Excellence, Partnership, Professionalism, Integrity, and Life Balance
• Knowledge of advanced accounting principles
• Knowledge of management techniques
• Skill in organization and analytics
• Skill in attention to detail, decision making, and problem solving
• Skill in conflict resolution and leadership
• Skill in supervision and management
• Skill in identifying potential risks and providing solutions
• Skill in delivering excellent customer service
• Ability to read and interpret budgets, general ledgers, and financial reports
• Ability to prioritize and handle multiple assignments
• Ability to lead large projects
• Ability to utilize different computer software programs
• Ability to effectively communicate both verbally and in writing
• Ability to be professional in appearance and presentation
• Ability to work in a fast paced environment
• Ability to strategically delegate
• Ability to develop and maintain a strong rapport with Departmental heads
• Ability to discipline and hold others accountable
• Ability to build strong working relationships with the Community Association Accounting team
• Ability to be diplomatic
• Ability to perform duties with limited supervision
• Ability to work a flexible schedule in order to meet deadlines
• Ability to make decisions, lead people, and manage resources
• Ability to supervise other employees as needed
• Ability to serve as a role model to others demonstrating Hammersmith® core values

Education and Experience:

• Minimum two (2) year related experience within the property management industry. Previous community association experience preferred.
• Associate's degree (A. A.) or equivalent from two-year college preferred.
• CMCA and AMS preferred
• CMCA designation required after one-year employment with Hammersmith®
• Minimum of 3 years supervision of staff experience required.
• Master Association experience a +

Benefits:

Full time Hammersmith® employees are offered a full range of benefits including Medical, Dental, Vision, Disability Insurance, HSA and FSA participation, comprehensive 401(k) plan, sick and vacation time, volunteer day of service, and much more!

Hammersmith® is an Equal Opportunity Employer.  

Please visit this link to apply: https://recruiting.paylocity.com/recruiting/jobs/Details/254143/Hammersmith/Onsite-Community-Association-Manager

Job Posting: Business Manager

Date: January 29, 2020

Reports to: General Manager 

Status: Full time, Nonexempt 

Salary: $45,000-$50,000 

Benefits: Excellent benefits package 

Cover Letter & Résumé to: jobs@roxboroughparkco.com 

The common interest community of Roxborough Park Foundation is looking for a Business Manager to join its team. This serene residential area of about 1,000 homes is located at the edge of the Rocky Mountain foothills in rural Douglas County, Colorado. The natural beauty of the massive red rock formations in and around Roxborough Park, extensive private road system, community center amenities, multiple private parks and private trails, abundant and diverse wildlife and a large adjacent state park are only a few reasons families are so passionate about this neighborhood. As a self-managed HOA, the office and maintenance teams work under the direction of the Foundation’s General Manager. If this sounds like a good fit and the job description and qualifications are a good match, please submit a cover letter and resume to jobs@roxboroughparkco.com. 

GENERAL DESCRIPTION: 

The Foundation Business Manager provides vital services to the Roxborough Park Foundation community and is a key member of a small staff of dedicated professionals responsible for running the community. This position is responsible for General Ledger, Financial Reporting and all bookkeeping functions, including month-end close, journal entries, balance sheet reconciliations, financial statement production, and cash-flow and investments oversight.  

DUTIES & RESPONSIBILITIES 

Accounts Receivables & Payables 

• Coordinate all aspects of accounts receivables including annual assessment application and generation of owner statements, (ACH) quarterly payment arrangements, account reconciliations, etc. 

• Ensure Member adherence to the Foundation’s Covenants, Bylaws and Policies as they pertain to collection of unpaid assessments. 

• Act as liaison between the Foundation and the Foundation’s firm of attorneys regarding Member delinquencies, lien enforcement, foreclosures, payment plans, etc. 

• Ensure that all Foundation policies regarding purchasing procedures, credit card and petty cash reconciliations are adhered to. 

• Approve and process accounts payable, ensuring proper GL account coding, adherence to budget, etc. 

Cash Management 

• Prepare and process automated deposits and prepare cash and other check deposits for GM to process through local banks.  

• Monitor cash balances to ensure sufficient fund availability to meet ongoing operational and reserve expenditure needs. 

• Prepare bank transfers and obtain requisite authorizations to transfer operating and reserve funds to meet A/P obligations. 

• Oversee timing and maturities of, and make recommendations for, Foundation investments to ensure sufficient liquidity to meet operating and reserve A/P obligations as they fall due. 

  Month-end Reconciliations 

• Reconcile all bank accounts to the General Ledger. 

• Generate month-end balance sheets, income and expense statements, reserve check registers, budget year-to-date and variance analysis spreadsheets, and delinquency (A/R) reports. 

• Provide analysis to the Treasurer and GM on specific variances requiring explanation. 

• Post Foundation financials to the website on a monthly basis. 

Budget Preparation 

• Provide input on individual line items for following year budget preparation. 

• Assist General Manager with applying monthly allocations to individual line items. 

• Input approved budget into Foundation’s property management software and budget variance analysis spreadsheet. 

• Provide monthly year-to-date, variance and year-end projection spreadsheets 

Annual Audit 

• Act as liaison to the Foundation’s Auditors. 

• Coordinate signing of engagement letter, completion of “Prepared by Client Request list,” and provision of all other documentation requested of the Foundation by the Auditor. 

• Input all required adjusting year-end journal entries and close out year. 

• Distribute draft end-of-year financial statements and Audit Wrap to the General Manager and Board of Directors for review and approval. 

• Post final audit on the Foundation website. 

• Confirm with auditors and verify that tax return is filed before March 15th of each year. 

Payroll & Human Resources 

• Generate all documentation in connection with bi-weekly payroll submission to Foundation’s Payroll Processing Company, as well as I-9, W-4 and W-2 form completions.  

• Coordinate all aspects of Foundation Benefits for employees, including but not limited to insurance programs, 401Ks, vacation & personal time accruals, etc. 

General Office & Administration 

• Prepare documents and correspondence as required for Title Companies including status letters, homeowner questionnaires, etc. 

• Process road cut permits, maintain lot files, etc. 

• Process orders for benches under the bench memorialization program. 

• Process vendor and sub-contractor documentation, including liability insurance compliance, W-9’s, 1099’s, etc. 

• Assist with reception duties, including answering phones, meet and greet, reservations, vehicle stickers and updates, contractor passes, etc. 

• Pick up and disperse mail. 

  
  

QUALIFICATIONS & ABILITIES: 

• Full-charge bookkeeping experience, highly proficient with financial reporting, general ledger and journal entries. Knowledge of/experience with ACH collections a plus. 

• Knowledge of Human Resources applications, benefits coordination, etc. 

• Skilled in using the Microsoft Office suite of applications, especially Excel spreadsheets. 

• Strong organizational and administrative skills. 

• Excellent customer service skills. 

• Effective verbal and written communication skills. 

• Demonstrate job ownership and full accountability 

• Handle multiple projects, tasks and duties. 

• Effectively resolve conflicts. 

• Work as a member of a team. 

• Work independently with minimal supervision 

• Communicate effectively and professionally with all levels of personnel, vendors, customers, Board members, and residents. 

• Previous work either within or for Homeowners Association will be a considerable advantage