HOA General Manager (CA)

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90000 residential and commercial properties. Based in Aliso Viejo California Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners associations for over 30 years. With offices throughout California and Nevada Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze people are at the heart of what we do. Our philosophy Passion when combined with commitment makes anyone unstoppable is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary:

The General Manager acting under the direction of the Board of Directors manages the homeowner association utilizing analytical ability judgment and decision making. The General Manager must have a comprehensive knowledge of management practices accounting procedures personnel practices Association CC&Rs and Bylaws inventory and procurement contract relations association maintenance and safety practices.

Essential Duties and Responsibilities:

Administration:

• Direct personnel to attain the goals of the Association as established by the Board of Directors.
• Draft correspondence in response to policies of the Board of Directors and other correspondence as it pertain to the Homeowner Association.
• Direct and organize all office operations.
• Direct the work efforts and schedules for all office personnel.
• Ensure that insurance coverage for the Association is adequate as stated in their governing documents and review insurance coverage as necessary.
• Establish relationship and maintain contact with the Associations general counsel under the direction and guidelines established by the Board of Directors.
• Review and approve employee payroll twice monthly. Ensure personnel files are maintained for all employees including by not limited to vacation and sick leave records

Budgeting:

• In conjunction with the Board of Directors Finance Committee and Management Company assist with the creation of the Associations annual operating and reserve budgets.
• Analyze and research probable operating and reserve increase or decreases in the Associations annual budget in specific expense and income items.
• Provide the Board of Directors with written justifications of budgetary increases or decreases to the Associations annual operating and reserve budgets.
• Provide the Board of Directors with data on budgetary trends and compare the same with standard budget trends observed historically in the Associations annual budget.
• Review and monitor all Association budget accounts throughout the year to identify and adjust for variances and seasonal changes.

Procurement:

• Ensure proper accounting and reconciliation for work and change orders.
• Prepare and maintain a vendor list for the Association ensuring that there are three vetted and qualified vendors for each of the following areas: architectural carpentry concrete electrical structural and geotechnical engineering project management landscaping (annual maintenance contracts) tree maintenance and plumbing.

Contract Relations:

• Under the direction of the Board of Directors and assistance of the Maintenance Supervisor and/or Project Manager draft specifications for Requests for Proposal.
• Review and monitor Request for Proposal requirements as prepared by the Maintenance Supervisor or Project Manager for review and approval by the Board of Directors.
• As directed by the Board of Directors provide the Associations general counsel with draft bid proposals for review and approval before presentation to the Board of Directors.
• Accept contracts per specifications upon approval from the Board of Directors.

Accounting:

• Review and verify journal entries via the Associations monthly unaudited financial statements.
• Review and approve Association checks for payment of Association invoices and ensure that the appropriate budget line item is utilized when the invoice is processed for payment.
• Provide recommendations to the Associations Board of Directors regarding effective use of financial resources and prioritizing expenditures on a monthly quarterly and annual basis.
• Monitor delinquent Association Member accounts and ensure that the assessment collection process as indicated in the Associations governing documents is adhered to.
• Monitor the receipt of all monetary payments made to the Association for use and purchase of amenity and access items i.e. key fobs.
• Ensure that monthly unaudited financial statements are received from the Associations financial manager in a timely manner for review by the Associations Treasurer and Finance Committee.

Maintenance:

• Review plan and schedule monthly bi-monthly quarterly and annual maintenance for the Association common areas and amenities
• In conjunction with the Associations Maintenance Supervisor assess the overall condition of Association property and amenities gather observations and data in written form and provide recommendations to the Board of Directors on a course of action to address the issue.
• In conjunction with the Associations Maintenance Supervisor confer with vendors and contractors to address and resolve issues related to the completion of contracted projects. Advise the Board of Directors of vendor/contractor issues provide recommendations and follow the Boards guidelines for resolution.
• In conjunction with the Associations Maintenance Supervisor inspect and investigate possible unsafe vendor/contractor practices and conditions and resolve as needed or recommend appropriate course of action to the Board of Directors.

Personnel Association Office:

• Pre-screen and interview prospective employment candidates for Association office.
• Train and supervise new and existing Association office employees.
• Terminate Association employees when needed in accordance with Management Company policies and procedures.
• Conduct position and wage research for office positions in order to ensure wages hours and working conditions are comparable with the current employment market and Management Company competitors.
• Provide guidance and job development to Association employees on work practices performance and policies/procedures.
• Conduct annual performance appraisals for Association employees and recommendations on salary actions.

Knowledge Skills and Experience:

• Minimum of 5-10 years in the industry managing homeowners associations city government or related experience; mid- or high-rise experience required.
• Effectively coordinate multiple projects use time management skills and exercise independent judgment.
• Intermediate mathematics and written and oral communication skills.
• Strong internal/external customer relation skills required to communicate effectively with all levels of management employees homeowners and other stakeholders.
• Work with confidential/sensitive information and use diplomacy in communicating such information.
• 5 10 years supervisory experience; effective in motivating and building strong teams
• Effective project management and follow up skills.
• Professional image or business image per policy and personal etiquette.
• Organizational planning project management time management and problem solving skills
• Effectively and efficiently handle shifting priorities and deadlines.
• Meet scheduling and attendance requirements per policy and the position.

Minimum Education:

• High School Diploma or equivalent required. Bachelors degree preferred.
• CCAM designation or CMCA and AMS designations desired.

Language Skills:

The individual must have strong written communication skills and the ability to communicate effectively with employees and clients at all levels of the organization both verbally and in writing.

License/Permits/Certifications Required:

• Valid Drivers License and State mandated vehicle insurance.
• CCAM CMCA AMS and PCAM designations desired.

Availability:

Regular business hours and must be available for Board meetings after regular business hours as necessary.

Work Environment:

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race religion color national origin gender (including pregnancy childbirth or related medical conditions) sexual orientation gender identity gender expression age status as a protected veteran status as an individual with a disability or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter please contact the People Strategy & Operations Team at