Association Administrator

Perform all Association Administration functions, including attending all Association Meetings, record action items, and minutes where applicable Utilizing a high degree of specialized knowledge and education, guide and ensure all HOAs operate in compliance with governing documents, Davis-Stirling, and California corporations code(s). Handle complex and escalated issues relating to HOA compliance as necessary. Work directly with General Managers, Property Managers and Accounting Department as the company compliance resource and handle complicated and / or escalated issues relating to HOA compliance. Manage the retention of all Association documents within Association Voice and shared networks. Provide oversight of owner websites within Association Voice. Provide administrative support for General Manager and Senior Property Manager, and provide quality control for HOA management. Handle confidential information with discretion, prioritize and handle internal/external correspondence, and in the absence of the GM or SPM, monitor incoming communication and handle issues and concerns as they arise and as appropriate.

MAJOR DUTIES:

Association Administration

1. Attend all Association meetings, unless department scheduling conflicts prohibit, and draft accurate meeting minutes.
2. Serve as Secretary or Assistant Secretary on the Boards of Associations, as approved by the respective Boards.
3. Create all HOA Annual Meeting notices, and assist in their distribution to owners.
4. Assist in Board and Member Meeting preparations.
5. Provide assistance in the facilitation of Annual Member Meetings, including proxy collection, the establishment of quorum, facilitation of elections, and ensuring all annual approvals are appropriately completed and recorded in minutes.
6. Work with General Managers and Property Managers with ensuring Associations remain in compliance with governing documents, and all other legislation governing HOAs in state of California.
7. Act as "Owner" of EWH Association SharePoint sites, which includes controlling various permissions for document libraries, task lists, and calendars.
8. Manage the retention and updating of minutes and other Association documents within Association SharePoint sites.
9. Manage the Master Schedule of Meetings within the main BC Association SharePoint site.
10. Assist Property Managers with the management of Association Voice sites, and ensure that they are regularly being updated by PMs.
11. Update Board Contact lists as necessary.
12. Management of the lien and lien release process for all HOAs, including lien and release preparation and recording with Placer and Nevada Counties.
13. Primary contact to Placer and Nevada County Clerk for the recording of various HOA documents.
14. Collect and maintain current insurance summaries for all managed Associations, and assist with insurance questions and research.
15. Provide assistance with requests from title companies, real estate agents, lenders, etc.
16. Manage real estate agent access on Association Voice, and act as primary contact for real estate document requests for prospective buyers.
17. Assist in the updating and renewal of Association Management Agreements.
18. Maintain positive working relationships with multiple local HOA attorneys.
19. Assist in the drafting and approval of governing document amendments, including Bylaws, Declaration, and Condo Map amendments, in accordance with individual HOA governing docs and any other California specific requirements.
20. Provide auditor document requests to HOA Accountants.
21. Coordinate with local auditing firm for assistance in facilitation of large-scale contested elections and special voting circumstances.
22. Advise HOA Accountants in regards to individual HOA Collections Policies.
23. Manage Board Meeting Zoom/Teams account, and webinar / conference call set-up for all Board-related phone calls.
24. Write annual Owner Continuing Education articles for distribution by PMs and posting to Association Voice websites.
25. Work with Guest Research to send HOA Management surveys to all Board Members on an annual basis, and provide feedback.

Administrative Responsibilities

1. Handle confidential information with discretion and prioritize communication and workload.
2. Process checks for expenses such as mileage and supplies.
3. Code and process payments for credit cards. (Amex, Visa)
4. Coordinate and confirm details of travel itinerary and conference/ seminar attendance.
5. Handle details and booking of requested comp stays.
6. Attend and take notes at any Divisional Update Meetings.
7. Assist in the creation of Association Management proposals, and participate in management presentations when requested.
8. In GM & SPM absence, monitor incoming communication and handle as appropriate and necessary.

Facilitate and Control Communication Quality

1. Prepare document templates for PMs and GMs to help maintain quality control and consistency.
2. Compose and prepare correspondence, reports, contracts, agreements, and other complex documents in Outlook, Word, Excel, and Powerpoint Programs.
3. Edit correspondence/publications/documents accurately and in a timely manner.
4. Maintain confidentiality and professionalism in dealing with sensitive documents and information.
5. Assist with editing content for Association websites for various managed associations.
6. Assist with updating Association Voice websites with current minutes, budgets, insurance, board contact information as necessary.

Other Duties

1. Other duties as assigned or requested.
2. Various general office / clerical responsibilities, including the ordering of various office supplies, assistance with conference phone and conference call setup, etc.

High School diploma or equivalent required. College associate or bachelor degree preferred. Experience with Homeowners Associations preferred; or equivalent combination of post secondary education and experience.

Candidate must have very good written and verbal communication skills as well as excellent listening skills. Professional appearance and conduct required.

Current professional certifications are not required. The candidate may have the opportunity to obtain Association designations.

Candidate must be familiar with and able to use a computer, printer, copier, fax machine, phone, and other common office equipment. Experience with Microsoft Office products is required. Familiarity with IQ Ware software and website maintenance is preferred.