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Shell Island Resort, a Wrightsville Beach condominium property which functions as a resort hotel, is seeking a HOA Bookkeeper & Owner Liason to handle operations of the Home Owners Association. There is a separate hotel General Manager overseeing hotel and rental operations.
As HOA Bookkeeper & Owner Liason, you will function as the primary strategic liaison between the Shell Island condo-tel and the 150+ homeowners. This will involve regular contact with homeowners and supporting their needs as it pertains to their ownership at The Shell Island Resort. This position will report directly to the Board of Directors and work closely with the hotel's Controller. The person in this position will also work with the hotel's General Manager and Revenue Manager to help meet owner requests. The ideal candidate will have the track record and experience to fully manage a large homeowner's association with a combination of concentrations that best benefit the owners, the board of directors and the dynamic operations of our profitable hotel, while aiming to provide the best balance to each of these stakeholders.
This position includes working on Saturdays several times per year based on the monthly board meetings and one or more homeowner's meetings scheduled throughout each year.
Shell Island is proud to offer:
Competitive base salary
Bonus opportunities
Benefits to include medical, dental and vision insurance
Training
Paid vacation
Friendly, family environment
As the HOA Bookkeeper & Owner Liason, you will be responsible to oversee the quality process to ensure owner satisfaction with consistent delivery of superior service in accordance with HOA Board's goals and support. The HOA Bookkeeper & Owner Liason will interact with the HOA Board and condo owners and provide the required financial and status reports on a weekly, biweekly and monthly basis. Interact with the Controller and the HOA Treasurer to provide accurate financial reports and budgets as required and/or requested. Be able to adhere to budgets and meet the financial metrics established therein within reasonable variances. Help establish an atmosphere of total transparency in the finances and operations of the HOA.
Responsibilities include:
Provide support to homeowners by phone and email with quick and friendly responses to help answer questions and schedule deliveries and projects.
Tracking of monthly HOA dues payments, sending reminders and late fee notices, and reconciling each units dues monthly and annually with demonstrated proficiency with QUICKBOOKS
Provide support to the HOA Board of Directors and keep them abreast of all concerns and happenings at the hotel.
Provide assistance in preparations for monthly board meetings, including attendance.
Assist in preparation of agenda for monthly board meetings.
Record and type monthly board meeting minutes to assist the board's secretary.
Prepare for homeowner's annual meeting in March of each year with regular communications and assistance in board elections.
Assist in preparation for annual audit with Controller and outside auditor.
Maintain, file and track all contracts and vendor agreements.
Maintain the HOA website, post notifications and information, and approve/revoke membership based on current homeowners only.
Assist homeowners, realtors and closing attorneys during the sale of condo units.
Coordinate with homeowners regarding parking procedures and provide annual parking tags to homeowners.
Schedule vendors working in individual homeowner's units while ensuring and maintaining their liability insurance and keeping all records of such on file.
Ensuring that all vendors have signed the hotel's construction guidelines prior to working in units.
Ensure that all policies and procedures are adhered to by homeowners and report issues to the board of directors.
Qualifications include:
Financial and bookkeeping experience including QUICKBOOKS proficiency
Strong computer skills including Email Management and Internet Use
Software knowledge and use of Excel, Word, QuickBooks Pro and other widely used software programs.
Stable work history
Strong oral and written communication skills
Ability to communicate with homeowners, hotel management and board of directors at all levels
Ability to work effectively in a team environment and take initiative
Excellent organizational skills
