Executive Director of Community Management

HOATalent

  • Irvine, CA
  • $105,000-115,000 per year
  • Permanent
  • Full-time
  • 6 days ago
ROLE: Executive Director of Community ManagementSALARY: $105,000 - 115,000, plus bonus programLOCATION: Irvine, CAHOURS: Monday - Friday, 9am - 5pm, plus evening meetings as requiredWHO WE ARE:Our company values drive the way we conduct business and serve our communities.Our mission is simple: through reliable and responsible leadership, to promote harmony and goodwill in every HOA we serve, offering creative ideas and best practices that help communities and their leaders grow competently together.Our company lives and breathes a culture centered on making sound business decisions while personally and professionally contributing to the wellbeing of community associations and our society.ABOUT THE ROLE:Executive Director of Community Management will provide a high degree of leadership, support, guidance and expertise to their team of Directors of Community Management, Community Managers, and association clients. Day-to-day duties and responsibilities play a crucial role in the company's success and performing in a highly professional and ethical manner while maintaining confidentiality.This position will collaborate with the Executive Team and the Community Management team to ensure company and client retention, client satisfaction, deadlines are met, and overall processes and procedures are followed. This position will be responsible to proactively address issues for our clients and the Company. Duties include, but are not limited to, management of a limited accounts, management accounts either temporarily or during transition due to the needs of the department, and supervision of Directors of Community Management and other Community Management team members.PRIMARY RESPONSIBILITIESManagement of Directors of Community Management and other Community Management Team Members:1. Provide exemplary professional, ethical, consistent, and respectful leadership and mentoring.2. Manage and develop a team of Directors and Community Managers.
  • Prepare CMLT meeting agendas and materials.
  • Provide input for monthly managers' meetings.
  • Review and update switchboard status.
  • Resolve performance issues with team members.
  • Mentor and develop potential leaders.
  • Identify team members needing additional or specialized training.
  • Approve time-off requests for team members under supervision.
  • Ensure coverage during absences and vacations (emails, phone calls, on-call rotation).
  • Conduct performance evaluations within company guidelines.
  • Participate in interviews for qualified candidates.
  • Assist in disciplinary actions as needed.
3. Ensure company timelines and deadlines are consistently met.4. Respond promptly to calls and emails — same-day if possible.5. Ensure company policies, procedures, and standard templates are consistently followed.6. Review Directors' Reports for content, accuracy, and compliance with company standards.7. Review Annual Calendars to ensure items are completed and scheduled appropriately.8. Review meeting minutes for:
  • Accuracy and corrections needed
  • Standard verbiage
  • Potential liability issues
  • Management extras
9. Verify all signed minutes are scanned and saved in Vantaca.10. Regularly review Vantaca:
  • Team Member Messages – Weekly
  • Team Member Action Items – Weekly
  • Documents – Monthly
  • Action Item Reports – During Directors' Report process
11. Review mail-outs and billing inserts for accuracy, liability issues, and compliance.12. Review Action Item Reports (AIR) for content, accuracy, liability, and compliance.13. Review Management Reports with team members to address projects, insurance claims, lawsuits, and workload distribution.14. Ensure Managers and Directors submit management extras for work performed outside the Management Contract.15. Ensure Community Managers understand and adhere to contractual obligations for each association.16. Complete assigned items for Internal Transitions for your team members.17. Update and maintain account transition tracking log in Teams.18. Attend association meetings for Community Managers under supervision (at least annually) to evaluate performance and board relations.19. Communicate with Boards (quarterly, semi-annually, or as needed) to ensure client satisfaction.20. Visit communities under supervision to evaluate appearance and address issues with managers and/or boards.21. Respond to client issues promptly; resolve conflicts within 24–48 hours depending on severity.22. Attend Small Claims Court with managers as needed (with a board member present).23. Manage and update the Lawsuits in Vantaca for all Associations.Management of Assigned Communities:1. Meet all deadlines: minutes, invoices, proposals, Directors' Reports, etc.2. Ensure smooth operation of associations and execution of business-related requirements.3. Ensure compliance with associations' governing documents, policies, and legal requirements.4. Guide, mentor, and assist Boards in making sound, prudent, and lawful business decisions.5. Support clients in achieving healthy financial outcomes.6. Update all required reports as needed (Annual Calendar, Profile, etc.).7. Attend and facilitate Board and Annual Meetings per the management contract, bill for additional meetings as appropriate.8. Conduct property inspections per the management contract, Bill for extra inspections as appropriate.9. Take after-hours emergency calls as needed.10. Perform other duties as assigned to ensure client retention.WHO YOU AREThe Executive Director of Community Management is expected to provide mentorship to their Community Management team and to work closely with and adhere to all company policies and procedures.This position often communicates on behalf of the executive(s); and must use exceptional and professional communication skills. This position serves as the point of support between the management team and the Executive Team and all internal and external positions. The Executive Director of Community Management must use effective follow-up skills to ensure organizational deadlines and objectives are met in a timely matter. Must also be able to communicate and interact effectively at all levels of the organization and provide guidance to the Community Management team. Must have the ability to build relationships with and understand the organizational design to high-level external clients. This position provides mentorship to other management team members by setting elevated expectations for the successful completion of tasks, and by providing information required to accomplish the needs of the management team. This position must be able to maintain confidentiality due to the exposure to company proprietary and company strategic information.SPECIALIZED SKILLSThe Executive Director of Community Management must have strong comprehensive listening and communication skills to receive and collect input as well as execute responsibilities based on the requirements of the organization. Ability to read and interpret documents such as CC&Rs, Bylaws, and other governing documents. This position must be able to write efficient routine reports and correspondence and can speak effectively before groups of clients or team members of the organization. The ability to work independently is extremely important to efficiently increase the productivity and maximize time management.EDUCATION AND EXPERIENCE
  • Bachelor's Degree preferred
  • Five (5) years' Senior Management experience in the Community Management industry
  • CAI certification required.
TECHNICAL REQUIREMENTS
  • MS Office Suite (advanced level)
  • Office Phone System – Voicemail, call transfer, call hold, call park, and conference call
  • Smart Phone
  • Understand Internet
  • Community Management software
  • Valid CA Driver's License
Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Light physical effort (lift/carry/move objects up to 30 pounds)
  • Must have finger dexterity for typing and using a keyboard
  • Must be able to hear to receive telephone calls and voice mail messages
  • Must be able to sit for extended periods of time, keyboarding in front of computer terminal
  • Must be mobile to move around office to make copies, process mail, faxes and filing
  • Walking, moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another, as well as walking association properties
  • Other frequent physical demands of the position are standing, talking, hearing, carrying, pushing, pulling, stooping, crouching, reaching, handling, and repetitive motions, eye/hand/foot coordination
  • Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus
Mental DemandsWhile performing the duties of this job, team members are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with Community Management, team members, clients, and others encountered in the course of work, some of whom may be dissatisfied or unmannerly individuals.Work EnvironmentThe work environment characteristics described here are representative of those a team member encounters while performing the primary duties and responsibilities of the job. The position is full-time, located at our Corporate Office in Irvine, California. Much of the position includes sitting in an office environment and requires some walking throughout the day. The noise level in the work environment is usually moderate. This position requires some physical effort including lifting boxes up to 30 lbs., and does not entail operating controls, large machines, or equipment.All team members are required to always conduct themselves in a professional manner and adhere to all company policies and procedures. This job description is not limited to the items listed above. Other assignments may be required as deemed necessary by supervisor.The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements which may be inherent in the position.

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