Community Association Manager

General Administration – including but not limited to:

Maintaining the operation in a positive, effective forward path.
Providing a high level of customer service – timely answering of phone calls, responding to emails and other correspondence.
Answering questions and going the extra step to assist the client.
Documenting and maintaining records
Reviewing policy and making recommendations for policy generation and implementation procedures such as but not limited to the:

Areas of common area rules
Amenity operations (pool, tennis, access, hours, guests)
Communications, advertising, etc.
Maintenance of Common Areas – The manager is responsible for overseeing all aspects of maintenance on behalf of the board including:Knowing  the common areas like the back of his or her hand and work closely with the relevant service providers to insure all common areas are:Safe
Well maintained
Properly insured
Ensuring contracts for services are appropriate, competitive and perform according to specifications
Completing special projects on time and within budget
Ensuring services get performed within budget.
Educating the Board ahead of time of forecasted budget overruns and given options on other ways to deal with expense variances
Implementing effective preventative maintenance schedule
Documenting and revising schedules when appropriate
Knowing who does what, when, where and why and have a schedule and associated costs so that you can:Tracking compliance of contractual obligations
Overseeing expense forecasting and future budgeting
Assisting  when coordinating multiple contractors to work in the same area or project
Planning, communicating, implementing, evaluating, and adjusting accordingly
Provision of Common Services – The association’s governing documents; management contract; budget; and Board of Directors are the drivers for this area.The manager needs to fully understand what he or she is obligated to do:
The manager must understand that he or she has a moral obligation to uphold the association’s governing documents which have higher authority than any board of directors.
Conflicts in instructions or being asked to do something that is illegal or immoral is not a contractual obligation.
The manager has an obligation to honestly and legally perform services and should never do anything he or she feels is against the law or potentially liable to the association.
In providing common services, the Community Association Manager is responsible for several areas including but not limited to:
Developing or updating contract specifications to assist in bidding out contracted services.
Managing contracted services.
Communicating any deficiencies of services to the contractor, issues to be resolved and effects of non-resolution.
Researching more appropriate vendors, better services, better prices (low price is not always better service), more efficiencies of services such as:Share services with neighboring communities to get better price.
Share maintenance or portering contract employee with other communities.
Reduce janitorial or other services in slow use periods.
When possible, buy in bulk.
For large scale evaluate hiring on-site maintenance person vs. all the paid out dollars to various general contractors.
Internal communications – The manager is responsible for:Coordinating communications amongst Board members particularly when conducted via email; summarize results and ask Board to ratify at future meeting so it is read into minutes.
Compiling to-do and action items lists for Board, Manager, and Support Staff; with updates so all can track progress throughout the month.
Asking for clarification when he or she receives conflicting direction or doesn’t understand the information.
Managing Board communications point of contact(s):A manager should not have five different ‘go to’ or ‘take direction from’ people on the board as this can create confusion
It is best when it can be agreed that, while the manager works with all the board members, he/she funnels his/her communication via the President and/or Treasurer.