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HOATalent · 4 months ago

Executive Director of Community Management

Irvine, CA

Full-time

Onsite

Lead/Staff, Director/Executive

$105K/yr - $115K/yr

5+ years exp

HOATalent is committed to promoting harmony and goodwill in community associations. The Executive Director of Community Management will lead a team to ensure client satisfaction, manage community operations, and provide mentorship while adhering to company policies and procedures.

Real Estate

Responsibilities

Provide exemplary professional, ethical, consistent, and respectful leadership and mentoring

Manage and develop a team of Directors and Community Managers

Prepare CMLT meeting agendas and materials

Provide input for monthly managers’ meetings

Review and update switchboard status

Resolve performance issues with team members

Mentor and develop potential leaders

Identify team members needing additional or specialized training

Approve time-off requests for team members under supervision

Ensure coverage during absences and vacations (emails, phone calls, on-call rotation)

Conduct performance evaluations within company guidelines

Participate in interviews for qualified candidates

Assist in disciplinary actions as needed

Ensure company timelines and deadlines are consistently met

Respond promptly to calls and emails — same-day if possible

Ensure company policies, procedures, and standard templates are consistently followed

Review Directors’ Reports for content, accuracy, and compliance with company standards

Review Annual Calendars to ensure items are completed and scheduled appropriately

Review meeting minutes for: Accuracy and corrections needed, Standard verbiage, Potential liability issues, Management extras

Verify all signed minutes are scanned and saved in Vantaca

Regularly review Vantaca: Team Member Messages – Weekly, Team Member Action Items – Weekly, Documents – Monthly, Action Item Reports – During Directors’ Report process

Review mail-outs and billing inserts for accuracy, liability issues, and compliance

Review Action Item Reports (AIR) for content, accuracy, liability, and compliance

Review Management Reports with team members to address projects, insurance claims, lawsuits, and workload distribution

Ensure Managers and Directors submit management extras for work performed outside the Management Contract

Ensure Community Managers understand and adhere to contractual obligations for each association

Complete assigned items for Internal Transitions for your team members

Update and maintain account transition tracking log in Teams

Attend association meetings for Community Managers under supervision (at least annually) to evaluate performance and board relations

Communicate with Boards (quarterly, semi-annually, or as needed) to ensure client satisfaction

Visit communities under supervision to evaluate appearance and address issues with managers and/or boards

Respond to client issues promptly; resolve conflicts within 24–48 hours depending on severity

Attend Small Claims Court with managers as needed (with a board member present)

Manage and update the Lawsuits in Vantaca for all Associations

Meet all deadlines: minutes, invoices, proposals, Directors’ Reports, etc

Ensure smooth operation of associations and execution of business-related requirements

Ensure compliance with associations’ governing documents, policies, and legal requirements

Guide, mentor, and assist Boards in making sound, prudent, and lawful business decisions

Support clients in achieving healthy financial outcomes

Update all required reports as needed (Annual Calendar, Profile, etc.)

Attend and facilitate Board and Annual Meetings per the management contract, bill for additional meetings as appropriate

Conduct property inspections per the management contract, Bill for extra inspections as appropriate

Take after-hours emergency calls as needed

Perform other duties as assigned to ensure client retention

Qualification

Community Management experienceCAI certificationLeadershipMentoringMS Office SuiteCommunity Management softwareEffective communicationTime managementProblem-solving