Office Manager

Role DetailsResponsibilities:

1. Administrative Work

• Work hours: Monday-Friday
• Attend monthly board meetings after hours (hybrid format).2. Key Office Tasks
• Address maintenance issues.
• Manage owner relationships and receivables.3. Weekly Duties
• Ensure the association remains within budget.
• Prepare for board meetings, including creating packets.
• Follow public meeting rules and documentation standards.
• Enforce community standards and rules compliance.

Profile Requirements:

• Desired candidates should come from an administrative environment and have experience in corporate structures, policy, and procedures.
• Candidates should ideally have executive-level skills capable of maintaining momentum in operations.
• Avoid hiring individuals from management companies with structures incompatible with the organization's needs. Organizational Details
• The Homeowner's Association is a 52-year-old organization overseeing 25 acres of large courtyards. Members own individual homes.
• Current staff: 8 day workers.
• Systems in use: HOA Assist (bookkeeping), Vanica, and payroll managed through ADP. Major Projects in Progress
• Three significant construction projects currently underway. Hiring Process
• Interviews will include: GM and Board Member The Association, a large-scale homeowners association with 438 homes, a clubhouse and pool located on approximately 25+/- acres located in Alameda, California, is seeking a highly motivated and experienced Assistant Manager.

The Assistant Manager will work closely with the General Manager to manage budgets, oversee accounts receivable, enforce covenants, manage projects, and handle additional tasks as assigned.

Key Responsibilities Owner Relations:

Serve as a primary point of contact for homeowners, addressing concerns, answering questions, and facilitating positive interactions.

Assist in organizing and attending community meetings, including Board meetings and special Maintain open communication with homeowners to ensure transparency and foster a sense of community.

Communicate effectively while engaging in working relationships.

Be accountable to help with resident and homeowner requests in a timely and professional manner.

Budget Management:

Assist in the development and management of the annual budget in collaboration with the General Manager.

Monitor and control expenses to ensure adherence to the approved budget.

Accounts Receivable:

Assist with the oversight of the collection of assessments and other dues from homeowners.

Manage the accounts receivable process, including tracking payments and following up on delinquent accounts.

Work with legal counsel on lien filings and other collection actions as necessary.