On-site Community Manager

On-site manager is responsible for day-to-day operations of the amenity area,

providing visible leadership and regular communication with board members and

owners of the master and single-family communities. The manager works full-time

in the office at the clubhouse.

Duties & Responsibilities:

• Coordinate use of the clubhouse for Association approved clubs and sub-

associations in the community. Coordinate use of the clubhouse, pool, and other

amenity areas needed for events and meetings.

• Process Clubhouse rental agreements and picnic/grill pavilion reservations, rental

deposits/payments, alcohol liability form signature, etc. regarding the rental. This

includes owners/resident tours of amenity areas as needed.

• Organize and maintain all Clubhouse and picnic/grill pavilion calendars and dates

of rentals or activities. These calendars should be updated as necessary. Update

community calendar on community website with rentals and other Association

events. Coordinate post-event inspectors and schedule for inspections. Perform

inspections of the common areas on scheduled days. Train new clubhouse resident

rental inspectors prior to being on inspection list.

• Assist committee members in submitting expense receipts, work with committee

chairs to verify expenses.

• Review all vendor insurance and contracts for community events held at the

clubhouse.

• Assist committees in preparing and publishing newsletters to be emailed to the

residents. The newsletter may include an overview of the monthly scheduled

events, information on upcoming maintenance projects, pool opening and closing

dates and hours of operation, a welcome to new residents, listing their name and

address, etc.

• Prepare and submit to Board of Directors and supervisor a bi-weekly report on

amenities and other activities, accomplishments, and challenges.

• Monitor clubhouse, all restrooms and fitness room supplies and report to cleaning

company, if needed.

• Check the clubhouse grounds and all amenities, monitor cleanliness between

cleaning company visits. Interact with cleaning company for any issues with

clubhouse and other amenity cleanliness.

• Monitor the recreational facilities within as well outside the clubhouse and report

issues, i.e., burnt out light bulbs, broken, damaged or missing signs, and general

upkeep or maintenance items to the contractor and coordinate work order repairs

as necessary.

• Contact and report to the police any incidents of vandalism in the common areas.

• Ensure that amenities are always neat and tidy. If necessary, empty wastebaskets,

spot vacuum if needed, clean glass and mirrors if needed, check restrooms to make

sure they are cleaned and stocked (toiletries, etc.).

• Meet vendors/contractors when work is scheduled in the clubhouse, fitness room,

pool, playgrounds and tennis courts. Also, the common areas (i.e., retention pond

inspectors, landscapers as needed).

• Maintain an up to date and current vendor listing and contacts.

• Create and maintain a clubhouse annual plan, calendar of required maintenance.• Assist with coordinating, performing, and documenting community inspections for

capital improvements/maintenance projects and/or violations.

• Understanding of community governing documents, architectural guidelines,

maintenance responsibilities and policies.

• Communicate with maintenance team on creating, managing, and closing work

orders.

• Perform inspections of SFH residence, manage violation letters, fines, and close

violations.

• Communicate with board members, committee members and owners regarding

community concerns, violations, and architectural requests.

• Handle ARC request documentation for single-family homes and correspondence

with committee members and owners.

• HWD questionnaires order fulfillment and document maintenance.

• Manage clubhouse/pool access systems.

• Scan and maintain association files. Keep Association files organized and save

them in proper folders.

• Assist in preparation of board meeting packages for master and single-family,

community mailings, meeting scheduling.

• Handles writing board meeting minutes for master and single-family, sends to board

secretary for approval, then emails to entire board for approval.

• Attends Board of Directors meetings for master and single-family.

• Update Master and Single-family Association websites, including monthly

financials, board/annual meeting minutes, calendar events, amendments to

guidelines/governing documents.

• Send community email blasts as necessary for master and single-family.

• Implement processes and procedures when needed.

• Coordinate and document required inspections, such as yearly fire inspection.

• Assist in oversight of security officers at amenity areas.

• Assist with storm preparation operations and recovery efforts.

• Maintain office equipment and supplies and report any repair needed.

• Assist with homeowner inquiries and requests.

• Oversee any amenity parking area situations and pool area for violations. Direct

resident inquiries for the Twin Homes, Townhomes, and Townes HOA to

respective Association Managers.