JOB DESCRIPTION SUMMARY:
The HOA Administrative Lead possesses extensive experience in effective communications, meeting planning and facilitation, budgeting, and most importantly would be a positive, collaborative, and outgoing team player within our company.
Ideally this person would not only service the current portfolio but would encourage growth through excellence in operations and a focus on creating and capturing strategic management opportunities. The HOA Administrative Lead is expected to be a hands-on leader, adapting to situations that require the performance of line-level duties as needed. Well-developed skills in accounting and finance are critical to success in this role, and knowledge of budgeting, reporting, and reserve funding are necessary.
In addition, the HOA Administrative Lead works closely with all departments to create the best possible experience for our guests, homeowners, and employees. The position supports all BRM HOA departments and provides a collaborative and efficient information exchange within the company. Must be able to multitask, schedule and dispatch field team efficiently, collaboratively communicate with BRM staff, vendors, owners, and community members ensuring the highest level of customer service and the highest level of competent service is always delivered. All duties and responsibilities of this position are always to be performed with exceptional caring and genuine guest service upholding Breckenridge Resort Manager standards and culture.
ESSENTIAL JOB DUTIES AND FUNCTIONS (These duties may be performed with or without an accommodation)
Administrative Duties
Develop, organize, and oversee systems and protocols to ensure efficient and effective communications, operations, and administration of HOA properties.
Manage all accounting functions through QuickBooks (and other systems as needed) including processing AP, AR, bank deposits, reconciliations, reporting, obtaining mail from all PO boxes and filing, and any other accounting related functions.
Work directly with Owner and HOA team to
o Provide HOA information to outside parties (Realtors, Title companies, Lenders, etc.)
o Provide new owners welcome packet and HOA details
o Collaboration through preferred channels with all parties to ensure clear and effective communications occur, so all parties are fully informed
o Interfacing with HOA director to communicate and collaborate on maintenance schedule and project list items
o Assist with notice to owners of projects and maintenance items
Work directly with Owner to
o Organize and prepare monthly reports on financials and operations of HOA’s
o Manage and collaborate on yearly budget process, HOA meeting organization, and production of materials for BOD members and unit owners.
o Respond to administrative HOA items on behalf of owner, through shared email
o Weekly assessment of financials (BVA, AR aging) and report to owner of any items needing attention
o Updating of HOA docs to reflect financial changes and operational actions (maintenance schedule, project list, reserve schedule, etc.)
o Maintain and update all HOA informational documents (owner lists, governing docs, email/contact lists, code lists, etc.)
COMPETENCIES
Communications- skilled and strategic communicator, capable of managing a variety of communications in an efficient and effective manner. Must have experience in meeting preparation, execution, and facilitation.
Business development- Looking for a person with the ability to assist the strategic development of the business, both internally though improvement in operations and value propositions, and externally by implementing process to identify opportunities for growth and executing a plan to convert those opportunities into revenue.
Project management- Able to effectively manage a variety of projects from concept to completion with a high degree of professionalism and positive results.
Organization and reporting- Must possess the ability to effectively organize all aspects of the business (staff, clients, customers, vendors) into profitable and positive results. Must be able to implement and cultivate an effective reporting process that ensures accountability within the staff, and provides clear and concise information to the owners of the company on a routine basis.
Leadership- We look for competent, capable, adaptable, and empathetic leaders who set company tone by example and self-measure by the success of those they lead. We value leaders who offer calm during crisis.
Customer Focus – Gives guests and homeowner’s needs priority and responds quickly to concerns.
Stress Management - Accepts pressure and maintains composure and perspective in tense situations.
Results Focus – Demonstrates personal initiative and independent motivation to achieve goals and objectives. Works as hard and long as needed to achieve results.
Detail Orientation/Accuracy - Verifies all work; recognizes flaws or errors others may overlook. Successfully manages many small tasks or processes with many details.
Personal Energy – Exhibits passion for their work. Always possesses a positive and upbeat attitude.
Adaptable and Flexible –Is able to complete tasks in a changing environment.
EDUCATION AND QUALIFICATIONS
A minimum of 3 years in a management position with direct reports.
Bachelor’s Degree in related field preferred or equivalent experience.
Availability to work holidays, weekends, overtime, and after-hours as needed.
Excellent computer skills, including MS Word and Excel.
Must be familiar with quickbooks, and be able to manage multiple company files, access relevant reports, and produce financial documents for communities.
Effective organizational and time management skills.
Excellent communication skills.
Ability to solve complex problems.
Must have reliable transportation.
Valid Driver’s License.
WORKING CONDITIONS AND ENVIRONMENT / PHYSICAL DEMANDS
Must be able to perform simple grasping, fine manipulation, and repetitive hand and arm movements frequently
Must be able to bend, squat, crawl, kneel, push, pull, and walk on uneven surfaces on an occasional basis
While primarily an indoor job, must be able to walk outside in a variety of weather conditions (rain, wind, snow, heat).
Must be able to climb stairs both inside and outside and frequently lift 20 lbs. and occasionally up to 50 lbs.
The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities associated with it. HR4VR reserves the right to amend and change responsibilities to meet business and organizational needs.
