PURPOSE & OBJECTIVE
Community Managers are assigned up to five community associations (“associations”) and are responsible for the day-to-day administrative management of each of their assigned associations. Community Managers are responsible for the implementation of Board of Director (“Board”) decisions and duties. Equally important, Community Managers are expected to make recommendations to their Boards in an attempt to help them make quality decisions. Community Managers are also the point of contact for all homeowners, residents, vendors, and other stakeholders that have an interest in their associations.
- Attend Board meetings
- Implement Board decisions
- Send, receive, and file/log all association correspondence, to include telephone calls, E-Mails, letters, and mailers.
- Maintain association records, both physical and electronic
- Assure that all legal requirements of the association are met
- Maintain the association’s financial records
- Pay the association’s bills
- Attend District Court as the association’s witness (with the association’s legal counsel) for collection matters
- Solicit, review, and present proposals to the Board
- Assure that contracted services and projects are satisfactorily completed
- Perform weekly inspections of each community’s common area
- Perform an annual maintenance inspection of every homeowner lot/unit (if contracted)
SKILLS & QUALIFICATIONS
Because Community Managers are responsible for the management of a portfolio of associations, they regularly interact with up to five different Boards. Collectively, each Board has different short and long term goals, needs, and expectations. Individually, each Director has a unique personality, need, and expectation. Therefore, when performing their duties and communicating with their Boards, Community Managers must have critical thinking skills and be able to quickly adapt from one situation to the next, all while prioritizing their workload accordingly.
Community Managers must be willing and able to learn and consistently follow standard processes (as trained by ProCom) in order to stay organized, maximize efficiency, and allow others (such as Assistant Community Managers and Operations Supervisors) to assist them. They must have excellent customer service skills, have excellent written and verbal communication skills, be willing to help others, be a team player, and always maintain a positive attitude. They must be proficient in Microsoft Windows, Word, Excel, and Outlook. They must be dependable, on time, and have reliable transportation. A high school diploma is required and some college is preferred.
THIS POSITION REPORTS TO
An Operations Supervisor
A Community Manager spends 85% of their time in a professional office environment. 10% of their time is spent in their communities performing weekly site inspections, meeting Directors, homeowners, vendors, etc. 5% of their time is spent attending Board meetings, some of which are off-site at a local library, community center, school, or meeting facility. Most Board meetings are held monthly or bi-monthly. They are held in the evenings, Monday – Thursday, and generally last no more than two hours.
Community Managers must be able to walk the common areas while performing their weekly site inspections, and be able to walk an entire community while performing annual maintenance inspections.
POSITION TYPE AND HOURS OF WORK
This is a full time position. Community Managers are expected to work 80 hours in each two week pay period. Business hours are Monday – Thursday, 8:30 A.M. – 5:00 P.M., and Friday, 8:30 A.M. – 1:00 P.M. Therefore, Community Managers must come in early and/or stay late if they do not have Board meeting time to use in order to meet the 80 hours/two-week pay period requirement.
Community Managers are not “on call” for their communities on nights or weekends. Instead, after hour calls are filtered by an answering service, which only forwards true emergencies to a designated on-call manager. After six months of being a Community Manager, each Community Manager can expect to be the designated on-call manager for one week approximately every three months.
Community Managers are expected to have reliable transportation to get them to and from their communities for weekly site inspections and scheduled Board meetings. ProCom manages associations primarily in Anne Arundel and Prince George’s Counties. However, there are a few ProCom managed associations in northern Calvert County, northern Charles County, and Howard County. ProCom may expand to other counties in Maryland. The average travel distance to a ProCom managed community is 15 miles. Community Managers are also expected to attend continuing education classes and seminars, all which are within driving distance. ProCom reimburses all employees for work related travel.