Description

Senior Community Association Manager - Team Leader

Location: San Jose, CA

Schedule: Monday - Friday 9am - 5pm with some night meetings to meet business needs. Hybrid; 3 days onsite/2 days remote.

Role and Responsibilities

The Lead Community Association Manager serves as a key leader in managing and supporting homeowner association (HOA) communities, ensuring exceptional service delivery and operational excellence. This role is responsible for overseeing the day-to-day operations of assigned communities, including managing budgets, coordinating maintenance, facilitating meetings, and ensuring compliance with governing documents. Additionally, the Lead Community Association Manager supervises and supports a team of Community Association Managers (CAMs), providing guidance, training, and mentorship to ensure consistent performance and client satisfaction. The ideal candidate is proactive, solutions-focused, and committed to fostering a positive, collaborative environment for both team members and community stakeholders.

Ongoing

Community Management Functions

• Review, coordinate, and respond to homeowner ACC requests.
• Review and upkeep of all work orders.
• Oversight of covenants enforcement and issuing violations.
• Homeowner, Board, and association data administration in CINC Systems.
• Act as main point of contact for all Board communications through all channels.
• Administration of on-site association amenities and gate houses.
• Retention and administration of all association records in SharePoint and WebAxis including, but not limited to, governing documents, rules & regulations, management agreements, service contracts and proposals, homeowner and board communications, vendor communications, etc.
• Address and resolve all homeowner escalations.
• Act as liaison between Board of Directors and all RowCal supporting divisions and third-party ancillary service providers.
• Update and maintain the management plan in CINC Systems as necessary with board meetings, site inspections, vendor meetings, maintenance calendar, WebAxis Calendar, community events, vendor service dates, etc.
• Drafting and execution of all association communications including statutory notices, newsletters in coordination with the Board/committee, emergency notifications, email blasts, text blasts, etc.
• Other duties as assigned.

Supervision and Support

• Provide leadership and oversight to a team of CAMs, fostering professional development and performance excellence.
• Monitor workload distribution, assist with complex issues, and offer solutions to challenges.
• Deliver training initiatives to enhance team knowledge and skills.
• Conduct regular one-on-one meetings to provide feedback, set goals, and address team needs.
• Act as a resource for escalated client concerns, ensuring swift and effective resolution.
• Collaborate with company leadership to implement best practices and enhance operational efficiency.
• Coordinate and support coverage plans for CAMs who are out of the office and ensure the team is familiar with portfolios to ensure a seamless client support.
• Identify opportunities for process improvements and contribute to company-wide initiatives.
• Promote RowCal's mission, vision, and values through professional interactions and decision-making.

Daily Minimum

• Approval of all invoices for payment in accordance with association budget and board direction.
• Review and execution of action items.
• Review and return of voicemails and emails.

Weekly Minimum

• Provide feedback to division Director on all RowCal supporting divisions.
• Review and process violations and ACC requests.
• Check on hold invoice status.
• Review and addressal of all past-due action items.

Monthly Minimum

• Review for knowledge and accuracy of prepared financial statements including balance sheet, income statement, delinquency report, and cash disbursements.
• Monitor vendor and owner delinquency rates and collections process for entire portfolio.
• Review of open violations for compliance.
• Site visits of all associations (if applicable and as necessary).
• Preparation for, attendance at, and administration of all Board Meetings (or as often as necessary).
• Preparation of Board Meeting Packets according to client established timeframes to include agenda, previous minutes, monthly financials, and any supporting documentation for old & new business.
• Review monthly financials - look for GL code errors and other discrepancies.
• Attendance at all monthly management or company meetings.
• Review performance of all service providers and discuss areas of opportunity with representatives, as necessary.

Quarterly Minimum

• Audit SharePoint and WebAxis to ensure all records are uploaded and properly organized.
• Audit Board members, maintenance items, service providers, management plan, and other information tab to ensure accuracy.

Annual Minimum

• Preparation and drafting of annual operating and reserves budget for all associations.
• Preparation for, attendance at, and administration of all Annual Meetings or Membership meetings.
• Review and negotiation of service contracts for all associations for services such as trash service, landscaping, snow removal, pest control, utilities, or cable service, etc.
• Coordinate tax returns and financial review/audit (as applicable).
• Coordination of and attendance at all municipally required inspections such as fire/life safety, backflow, etc.
• Review of existing reserve study or procurement of new reserve study, as necessary.
• Identification and initial planning of all capital improvement projects and coordination with Board and RowCal Construction & Maintenance, Project Coordination, and Director of Management.

Requirements/Skills

• Experience: 3 years or more experience in HOA management required.
• Education: Associate or Bachelor's degree preferred.
• CMCA, AMS or PCAM certification preferred but not required.
• Strong communication, leadership, organizational, and problem-solving skills.
• Ability to work independently in a fast-paced environment.
• Proficiency in Microsoft Office and property management software (CINC Systems preferred).
• Availability to attend board meetings and community events that may occur onsite and on evenings or weekends as needed.
• Licenses: Valid driver's license with the ability to travel locally.

Pay Range

The estimated starting pay range for this role is $85,000 - $100,000 per year. This good faith estimate is based upon RowCal's typical starting pay range for this role. Actual pay range depends on many factors including each employee's qualifications and market conditions and is subject to change.

Benefits

In addition to offering our team members competitive pay, we offer an excellent benefits package including 401k matching, paid time off, health insurance, dental insurance and vision insurance for employees and dependents. We also offer disability insurance along with other important benefits to ensure that our workers feel respected and valued. Although we work hard, we encourage our employees to always maintain a healthy work-life balance, so they can focus on their families and pursue outside interests.

We also strongly believe in community service and in making an impact at the local level. As a RowCal employee, you'll be allotted time off each year to engage in service with one of our community service partners.