HOA Regional Manager - New Project Development
HOA Regional Manager - New Project Development
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Job Description
Keystone Pacific Property Management LLC is a prestigious property management firm headquartered in Irvine CA with offices throughout Northern and Southern California Colorado and Idaho. Since 1982 we have led the way in providing superior customer care for our clients in planned-unit developments condos mixed-use commercial new project developments large-scale onsite communities and master-planned community associations.
We have an excellent opportunity for an experienced HOA New Project Development Regional Manager to join our amazing environment with an opportunity for continuous growth and development. If interested please continue reading below!
Summary: The primary responsibility of the NPD Regional Manager will be to maintain a positive working relationship with existing and potential developer clients and oversee the management of new communities from the forward planning process through the completion of turnover of all common areas. This responsibility includes mentoring and oversight of the managers for all projects in New Development that have not yet turned over to a homeowner Board. The Regional Manager will be ultimately responsible for overseeing and troubleshooting the operational processes that support all developer clients. Also the Regional Manager is responsible for overseeing the NPD training schedule and the implementation of CX initiatives.
Why Join Keystone
Keystone is a company dedicated to empowering our team members to improve peoples lives beyond expectations. We set ourselves apart by providing an excellent level of service to our team members and clients.
As a member of our team your talents will be nurtured and your contributions will be supported in a value-based environment that fosters the type of professional quality our customers have come to rely upon.
We provide an environment for people that nurtures leadership and promotes personal success and rewards those who exceed expectations. We foster a culture of open feedback and continuous growth.
Were thrilled to share that Keystone is officially certified as a Great Place to Work! This recognition reflects our commitment to fostering a positive and supportive work environment where everyone can thrive. We invite you to learn more about what makes Keystone special by checking out our certification details here.
What We Offer:
- Competitive Salary
- Hybrid and Flexible working arrangements
- Work-Life Balance
- Opportunities for Career Growth
- Training and Mentorship from Successful Leaders in the HOA Industry
- Support for Continued Education
- Cell Phone Stipend
- Mileage Reimbursement
- Medical (HMO and PPO) Dental and Vision
- Flexible Spending Account
- Pet Savings
- Pre-Paid Legal
- Employer Paid Basic Life/AD&D Insurance
- Voluntary Life and Short-Term Disability Insurance
- Free Employee Assistance Program
- 401(k) Retirement Plan with Company Match
- Financial and Health/Wellness Education
- Bereavement and Mandated Leave of Absence Applicable
- Paid Time Off (PTO)
- 12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays)
Essential Job Duties and Responsibilities:
- Maintain an account load during manager transitions.
- Ensure adherence to company guidelines policies and procedures.
- Drive proactive client retention through consistent communication follow-up and service quality.
- Supervise Director(s) of NPD Community Association Managers in New Development for one region and the Architectural Department.
- Ensure all first Annual Elections are managed properly.
- Review and provide feedback on the first on-site Reserve Studies and Annual Inspections.
- Review meeting minutes punch lists board packets and mass mailings for accuracy and quality.
- Attend the first three meetings for each account under supervised managers and additional meetings as needed for retention.
- Provide one-on-one training to managers on new development issues and coordinate annual training manual updates with the VP.
- Support managers in challenging board meetings or situations.
- Report progress concerns and personnel issues to the VP as needed.
- Participate in special projects such as board seminars manager training and candidate interviews.
- Prepare and conduct performance reviews for all supervised personnel.
- Attend monthly upper staff meetings general staff meetings core training sessions and bi-monthly meetings with the VP.
- Provide emergency office coverage as part of the Friday in-office program.
- Assist with account allocations and communicate manager changes to the Boards of Directors.
- Collaborate with internal departments to resolve issues.
- Ensure annual deadlines are met.
- Maintain monthly contact with developer client representatives to ensure satisfaction.
- Represent Keystone professionally in the office with clients and at industry functions.
- Practice and uphold Keystones Core Values Mission and Vision.
- Perform additional duties as assigned by the supervisor.
Forward Planning & New Project Set-Up
- Attend forward planning meetings to help structure new communities and plan their new facilities.
- Assist in training Develop/Builder representatives including sales staff on Governing Documents Welcome Packets key fob distribution and project transitions.
- Document Set-Up: Create and review Architectural/Design Guidelines Rules & Regulations and any other specialized policies needed. Oversee the Director of Manager on the finalization of the Welcome Packets and Portfolio.
- Follow up with Managers on outstanding bonds that have not been released per the Bond Report as provided by escrow.
- Aid the escrow department in obtaining documents.
- Oversee water reimbursements for phasing Associations with sub-meters.
- Coordinate the formation of the first board meeting and recording of the Administrative setup approvals.
- Draft maintenance matrix send to Developer suggest their counsels review and return within 30 days from the requested date.
- Handle maintenance proposal requests and retrievals.
- Audit Documents and Final Utility Turnovers. Once confirmed verify all documents are scanned/saved appropriately.
- Legislative Updates: Work with counsel to finalize template documents for the management department that will address all legislative changes.
Common Area Turnovers
- Oversee and track turnovers of the common area in accordance with the Transition of Common Area to Association policy.
- Verify the turnover of common areas as new phases are annexed and track turnover resolutions by phase.
- Delegate turnover walks to the assigned property manager or Group Coordinator to the extent they have the capability of performing this task.
- Delegate to managers issues requiring follow-up for their projects. Track the resolution of issues on the overall tracking report.
- Follow up with each developer via e-mail to ensure a smooth transition or offer additional assistance as necessary.
- Report to the VP on issues that arise and send the tracking report at the end of each month.
Transition to Existing
- Upon build-out and upon receipt of transition notification to the Existing Management Department meet with the New Development Manager the Existing Association Manager and their Director to review the transition time frame and provide the appropriate form.
- Meet as needed with the New Development Manager Existing Association Manager and their Director to ensure the transition is proceeding smoothly.
- Report any transition concern issues to the VP.
Architectural Department Supervision
- Oversee the Architectural Department Supervisor.
- Oversee Quality Control measures to decrease the number of mistakes increase efficiencies and ensure proper document collection procedures are implemented.
Sales & Marketing Related Responsibilities
- Consistently prospect for potential New Development clients.
- Build relationships with current and future developer clients.
- Acquire management agreements to manage new community associations including community websites.
- Attend marketing presentations as necessary assisting in the acquisition of new clients/accounts.
- Participate in attendance at annual holiday luncheons with developer clients.
- Attend industry functions as necessary to represent Keystone.
- Brainstorm with the VP to find a resolution to challenging matters in order to present diplomatic solutions to developer clients.
Qualification Requirements:
- Must have a valid Drivers License and maintain a clean DMV record.
- Ability to perform all essential duties and responsibilities listed above with minimal supervision handling assignments with the highest level of discretion judgment and independence.
- Solid knowledge is required to manage community associations.
- Must possess/maintain a CMCA designation and possess/be in pursuit of a PCAM designation.
- Requires the ability to lead others by mentoring and providing training.
- Excellent organizational and time management skills.
- Capable of managing competing priorities under pressure and in a fast-paced environment.
- Must have excellent customer service skills to provide a high level of customer satisfaction.
- Requires the ability to perform basic math skills and the ability to prepare budgets and understand financial reports.
- Requires the ability to use computers to record store and analyze information.
- Proficiency and technical aptitude with the ability to utilize MS Office Caliber and various applications used at the company.
- Requires strong attention to detail.
- Must maintain a clean appearance and professional demeanor.
Education and/or Experience:
- High School Diploma or GED required.
- Bachelors degree in Business preferred.
- One to two years of experience as a Director of Community Management.
- CMCA designation required and either possess or be working towards a PCAM designation.
Work Environment:
The work environment and physical demands described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
- Ability to sit stand and operate business equipment. Frequent use of the telephone and headset.
- Ability to visit communities for meetings and ability to pass along all areas of a property during site inspection.
We invite you to view our LinkedIn Instagram and Facebook to get an inside look at what Keystone is all about! Check out our website at . Click on Careers and stay connected!
Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system send an email to for assistance. Please include a description of your requested accommodation your name and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to the accessibility of the online application system by individuals with disabilities.
Keystone Pacific Property Management LLC is an equal-opportunity employer. All applicants will be subject to a Background and DMV Check.
Required Experience:
Manager
Employment Type
Full-Time
