East West Hospitality – Tahoe located at Northstar, 4001 Northstar Drive in Truckee is seeking a full-time year-round Community Association Manager to be responsible for all facets of administration and management of assigned associations. To uphold the governing documents, enact them, and work for the greater good of the community. Responsible for implementing budgets, solving disputes, and holding elections.

MAJOR DUTIES:

Administrative

Perform all administrative aspects for governance and operations of assigned associations.

Schedule, organize, and attend all board meetings. Schedule and organize annual and special meetings of the members.

Verbal and written communication with the association membership to include but not limited to phone, email, e-blast, websites, newsletters, and all mailings to the membership.

Ensure operational compliance with CC&Rs, Bylaws, and rules and regulations as well as monitor member compliance for the same in accordance with the current California and federal legislation.

Inform the boards of and coordinate with HOA attorneys if updates are required.
Keep informed of changes in laws that will affect the Associations – by attending on-line and in person seminars/conferences, reading and being subscribed to specialty papers.

Track and manage action items list for each assigned association.

Regularly review association action items list with HOA Project Manager, Maintenance department and Accounting team.

Owner Information

Assisting new owners of assigned associations by setting them up in the system, mailing out New Owner Packets.

Assist all owners that need help retrieving account information regarding their HOA.

Owner Property Improvement Assistance

Coordinate with owner for their vendor access to units/lots for any property improvements and remodels.

Determine if board approval is necessary to proceed with improvements.

Coordinate special board meetings in which the directors can discuss the details with the owners.

Manage the follow-up discussion with the goal being to assist all parties to come to a conclusion.

Assist with submitting an additional permit and receiving approval

Record addendums to the deeds on the owner’s property as needed.

Direct owners to the appropriate departments that can assist them with any of their HOA and non-HOA related questions and clarification.

Staffing

Work with HOA Project Manager on proposed projects and action items.

HOA Management

Complete inspections for assigned associations on a weekly basis.

Work closely with the HOA Project Manager and the maintenance team on HOA related maintenance work orders to ensure proper resolution and closure with appropriate communication with affected homeowner or association. Includes association common areas and association first response requests in residences.

Work closely with the HOA Project Manager on special operating projects and all replacement reserve projects.

Assist COO and DOO as requested planning and managing of future developments.

Key access – follow requirements provided by the HOA to maintain the distribution of owner level key cards and parking permits for the Village at Northstar associations.

HOA Meetings

Schedule, prep for and hold meetings of the Board of Directors: 4 regular quarterly meetings as well as any other types of board meetings that are necessary to ensure the smooth operation of the HOAs. Manage any follow-up action items that result from these meetings.

Schedule, prep for and hold meetings of any HOA committees: some are regular monthly meetings, some meet only as necessary. Manage any follow-up action items that result from these meetings.

Review, correct and clarify meeting minutes and then send them to the Board for review.

Receive Board input about the minutes and make available to the ownership by adding them to the HOA website.

Project Management

Provide assistance to the HOA Project Manager to handle all aspects of assigned association projects for assigned associations. Process may include participation and communication with many stakeholders including Board members, committee members, third-party vendors and contractors, and other EWH departments.

Project manage relations with vendors that need to gain Board approval for performing their services during the course of the year – landscaping, pest control, pool maintenance, specialty maintenance vendors etc.

Coordinate with all departments that assist with the operation of the HOAs – housekeeping dept., maintenance dept., accounting dept. guest services, etc.

Budget

Review association financial statements on a monthly basis. Work closely with the accounting team and other EWH operations to actively manage variances to stay within association budgets as well as proactive and informative communication with Boards on anticipated overages.

Collaborate with the Accounting department to create yearly budgets and present to the boards.

Communication

Maintain homeowner association websites for assigned associations. Includes but not limited to organization of content in resource center, consistent document titles in resource center, timely posting of appropriate documents to resource center, update homeowner contact information in directory, annual disclosure requirements.

Website back-end programing knowledge gained by assisting the transition to the current site.

Maintain high quality and timely verbal and written communication with all stakeholders including association members, board members, homeowners, third-party vendors, and other EWH departments and staff members.

Make sure all mandatory mailings are sent out to the membership in a timely fashion and in accordance with the timelines required for each of their distribution: annual budgets, annual disclosures, Board elections, new rules that are up for approval by the boards, new yearly owner keys and parking passes etc.

Coordinate with board members via email, phone or in person for any items that need their approval and follow-up.

Maintain a high-level communication with affiliate partners such as the Tahoe Mountain Club, Mountainside Partners and Tahoe Mountain Realty sales team as well as the mountain resort operator Vail Resorts.

EWH Meetings and Committees

Attend regularly scheduled and special EWH managerial meetings as requested.

Attend regularly scheduled managerial meetings and carry out any additional duties and special projects as needed.

OTHER DUTIES:

Additional duties and special projects as requested and/or assigned.

Because of the fluctuating demands of the operation, it may be necessary that each employee perform a multitude of different functions; therefore, as an essential part of your job, employees will be expected to help others when the occasion arises. Accordingly, employees may be expected to perform other tasks not specifically addressed above.

ACCOUNTABILITIES: Directly accountable to the Executive Community Association Manager.

RESPONSIBILITIES:

Promote at all times a cooperative and problem-solving atmosphere. Conduct all business in a professional and courteous manner.

Minimum Requirements:

High School diploma or equivalent required. College associate or bachelor degree preferred. Association or resort operations management experience preferred; or equivalent combination of post secondary education and experience (at least 2 years). Prefer candidate hold the California Association Community of Community Managers Inc., Certified Community Association Manager (CCAM) designation or the Community Associations Institute, Certified Manager of Community Associations (CMCA) designation. If not candidate does not have one of these certifications, must be capable of obtaining this at company expense within 2 years of employment. Candidate must have excellent listening skills and very good written and verbal communication skills. Professional appearance and conduct required. Candidate must be familiar with and able to use: computer/printer, copiers, fax machines, phone, and other common office equipment. Familiarity with IQ Ware Software is preferred. Must be well organized and be able to prioritize a large number of tasks. Candidate must be able to work irregular hours when necessary.

Position requires frequent sitting, standing, walking, and hand-eye-foot coordination, fingering and reaching. Must be able to lift and/or move weights of up to approximately 25 pounds (such as office supplies). Must have good vision and hearing, with corrections is acceptable. Reliable vehicle, driver’s license and insurance required.
This position offers a full benefit package including medical, dental, vision, voluntary benefits,and $1000 annual recreation program.