Lafayette, Indiana
HOA Property Manager Job Opening in Lafayette, Indiana - FUNCTION: As an employee of MSM, the Property Manager is a supportive roll to assist in acting as agent for HOA Boards for services under contract and to have the ability to work independently. The primary role is to perform community inspections and manage conditions of common areas and amenities in each community. In addition, perform administrative duties as assigned, have the ability to interpret HOA legal documents and contracts, request and obtain bids, service customer calls, attend Board Meetings and Community Meetings, and communicate with trade partners as needed. The Property Manager must have the ability to develop positive relationships with all contractors, clients and Board members. A professional attitude is to be conveyed at all times when representing the HOA and MSM. Duties and responsibilities may be changed at the discretion and needs of MSM.
FIELD INSPECTIONS:
Field inspections are conducted in each community as provided in the management agreement for each HOA. Property Manager is to be available to conduct property inspections according to schedule required per client agreement. An overall schedule is prepared per month to identify work days in the field and in the office.
Knowledge of ?Use Restrictions? in DCCR and common grounds/amenities by community is necessary in order to conduct inspections.
Property Manager must follow Inspection Process accordingly (i.e. only create cases for standard violations and take pictures of unique violations then seek approval before creating a case, etc.) All inspections are conducted and notes are loaded into system via Ipad.
Property Manager must pay careful attention to inspection notes and how violations are assessed to each home. Using discernment is key to building positive relationships with our clients.
Attention to maintenance of common grounds is as follows while conducting inspections. Completion of the Common Area Inspection Form is necessary to document any issues that need to be addressed at the time of inspection. Create work orders via Ipad in database and assign/email to contractors as needed while on inspection.
Common Areas
Oversee all contracted services are being performed; mowing, weed control, flower bed maintenance, and mulching.
Ensure all general maintenance takes place in a timely and cost effective manner for signage, entryway/street lighting, security lighting, trees, furniture, equipment, shelters/buildings, and overall cleanliness/trash removal.
Ensure that all contracted services are conducted in common areas to meet standards.
Playground Areas
Inspect playground equipment for worn parts, damage, and any required repairs.
Ensure equipment is in compliance and coordinate maintenance as required.
Clubhouse/Pool House
Inspect interior of clubhouse during inspections.
Coordinate cleaning of the interior as required (must seek approval of Board if not on a routine cleaning schedule).
Coordinate repairs as required.
Pool
Ensure that vendor is in place and operating per agreement.
Perform inspection and compliance visits during community inspections.
Snow Removal (in general)
Ensure snow removal occurs in a timely and consistent manner for streets and clubhouse parking lots and walk ways if applicable.
Monitor for damages to private and community property and unsatisfactory work performance and follow-up with contractor for correction.
DOCUMENTATION:
Database management ? Enter/update inspection notes, update address information to ensure accuracy and consistency; log in calls and email communications.
Updates made to HOA websites as requested by a Board or as necessary.
Knowledge of HOA legal documents, i.e. Declaration and Bylaws to be used as a reference so that customers are assisted properly with accurate information.
Annual Budget Process ? Assist as assigned with obtaining estimates/bids for budget items which require a contract (i.e. landscape, weed control, pond maintenance, snow removal, pool management, etc.) and organize final contract information for each community.
CUSTOMER :
Respond to customer calls/emails within 24 hours with information requested.
Coordinate with other Indianapolis based staff to ensure 24 hour coverage in case of after hours emergencies so that someone is available for consultation and action if applicable.
Ensure phone calls and emails are noted to the applicable account (residence) in the system.
Ensure documents are up to date and scanned/saved appropriately on S drive, filing documents and letters as necessary.
Coordinate/calendar location of board meetings and annual meetings and make reservations for meetings.
Responsible for leading all meetings (Board, Annual, Special, etc.) of the Association.
Process batch letters/ send to mail company. Ensure accuracy.
ACC Requests ? Responsible for all coordination and follow-up with Board Members and Association members in regard to ACC requests. Ensure accuracy in posting on inspection sheet and timely responses to all parties.
Ensure that all ACC approvals/denials are noted in the system
Manage the fine process for each community (if applicable). Ensure accuracy and communicate with accounting for proper accounting.
Assist in preparation of correspondence, meeting notices, and newsletters.
Communicate with trade partners to coordinate assistance and emergencies in communities as needed.
Assist and coordinate with updates to HOA community websites.
Job Type: Full-time
Job Location:
Lafayette, IN
Required experience:
Property Management: 2 years
Required license or certification:
Real Estate License
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