Job Details

Description

Position Summary:

Responsible for all facets of administration and management of assigned associations. Uphold and enforce governing documents, work for the greater good of the community, implement budgets, resolve disputes, and coordinate elections.

Salary: $75k to $85k DOE

Major Duties

Administrative

• Perform all administrative aspects for governance and operations of assigned associations.
• Schedule, organize, and attend all Board of Directors meetings.
• Schedule and organize annual and special meetings of the members.
• Communicate with association membership via phone, email, e-blasts, websites, newsletters, and mailings.
• Ensure operational compliance with CC&Rs, Bylaws, and rules and regulations.
• Monitor member compliance in accordance with California and federal legislation.
• Inform boards of necessary legal updates and coordinate with HOA attorneys.
• Stay informed on legislative changes through seminars, conferences, and industry publications.
• Track and manage action item lists for each assigned association.
• Regularly review action items with the HOA Project Manager, Maintenance Department, and Accounting Team.

Owner Information

• Assist new owners by setting them up in the system and mailing New Owner Packets.
• Assist owners with retrieving HOA account information.

Owner Property Improvement Assistance

• Coordinate vendor access for property improvements and remodels.
• Determine if Board approval is necessary for improvements.
• Schedule and coordinate special Board meetings for improvement discussions.
• Manage follow-up discussions to reach resolutions.
• Assist with submitting additional permits and obtaining approval.
• Record deed addendums as needed.
• Direct owners to appropriate departments for HOA or non-HOA questions.

Staffing

• Collaborate with HOA Project Manager on proposed projects and action items.

HOA Management

• Conduct weekly inspections for assigned associations.
• Coordinate maintenance work orders with the HOA Project Manager and Maintenance Team, ensuring proper resolution and communication with affected homeowners.
• Work on special operating and replacement reserve projects.
• Assist VP of Operations with planning and managing future developments.
• Manage key card and parking permit distribution per HOA requirements.

HOA Meetings

• Schedule, prepare for, and hold quarterly Board meetings and other required sessions.
• Schedule and prepare for HOA committee meetings (monthly or as needed).
• Manage follow-up actions from all meetings.
• Review, correct, and clarify meeting minutes; send to Board for review.
• Post approved minutes to HOA website.

Project Management

• Assist HOA Project Manager in handling all aspects of assigned projects.
• Coordinate with Board members, committees, vendors, and internal departments.
• Manage vendor relations requiring Board approval (landscaping, pest control, pool maintenance, etc.).
• Collaborate with housekeeping, maintenance, accounting, and guest services departments.

Budget

• Review monthly financial statements for assigned associations.
• Work with accounting and operations to manage budget variances and communicate anticipated overages to Boards.
• Collaborate with Accounting to create and present annual budgets.

Communication

• Maintain HOA websites for assigned associations (resource center content, document titles, timely posting, owner contact updates, annual disclosures).
• Develop knowledge of website back-end programming through transition assistance.
• Ensure high-quality, timely verbal and written communication with members, Boards, vendors, and internal departments.
• Ensure timely distribution of mandatory mailings (budgets, disclosures, elections, rule changes, keys, parking passes).
• Coordinate with Board members for approvals and follow-ups.
• Maintain communication with affiliate partners (Tahoe Mountain Club, Mountainside Partners, Tahoe Mountain Realty, Vail Resorts).

EWH Meetings & Committees

• Attend regular and special EWH managerial meetings as requested.
• Carry out additional duties and special projects as assigned.

Other Duties

• Perform other tasks as necessary due to operational demands.
• Assist coworkers and departments as needed.

Accountabilities

• Directly accountable to the VP of Operations.

Responsibilities

• Promote a cooperative and problem-solving atmosphere.
• Conduct all business professionally and courteously.

Minimum Requirements

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Association or resort operations management preferred; or equivalent combination of post-secondary education and 2+ years experience.
• CCAM or CMCA preferred; must obtain within 2 years (company-paid).
• Excellent listening, written, and verbal communication skills.
• Professional appearance and conduct.
• Proficiency with computers, printers, copiers, fax machines, phones, and office equipment.
• Familiarity with IQ Ware Software preferred.
• Strong organizational and task prioritization skills.
• Ability to work irregular hours when necessary.
• Frequent sitting, standing, walking, and coordination activities.
• Ability to lift/move up to 25 lbs.
• Good vision and hearing (corrective aids acceptable).
• Reliable vehicle, valid driver's license, and insurance required.

BENEFITS & PERKS

• Paid Time Off & Paid Sick Time (Year-Round)
• Health Insurance - Choose from multiple plans! (Full-Time, Year-Round)
• Dental, Vision, & Accident Insurance (Full-Time, Year-Round)
• Life & Pet Insurance (Full-Time, Year-Round)
• 401(k) Plan with Employer Match
• Career Development Trainings
• Corporate Discounts with Perk Spot

WE WILL

We will actively pursue diversity and inclusion. We will commit resources to new and existing initiatives. We will listen and create opportunities for all voices to be heard to inspire positive change.

Why East West Hospitality:

At East West Hospitality our Vision is to be the most trusted hospitality services company and employer of choice, built on genuine and enduring relationships. We believe in doing the right thing for each other, our community, our environment, and those we serve.

Our mission is to cultivate and sustain an inclusive and welcoming environment in which everyone thrives and feels like they belong. That starts by living true to our core value, Embracing Diversity. These principles are always top of mind and are never in question.

Job Preview Video

We hope you'll consider joining us! Visit our website to learn more about East West Hospitality at jobs.eastwest.com/culture.