Executive Director of Community Management

Executive Director of Community Management

Salary : $105,000 - 115,000, plus bonus program

Location : Irvine, CA

Hours : Monday - Friday, 9am - 5pm, plus evening meetings as required

Our company values drive the way we conduct business and serve our communities.

Our mission is simple : through reliable and responsible leadership, to promote harmony and goodwill in every HOA we serve, offering creative ideas and best practices that help communities and their leaders grow competently together.

Our company lives and breathes a culture centered on making sound business decisions while personally and professionally contributing to the wellbeing of community associations and our society.

Executive Director of Community Management will provide a high degree of leadership, support, guidance and expertise to their team of Directors of Community Management, Community Managers, and association clients.

Day-to-day duties and responsibilities play a crucial role in the company's success and performing in a highly professional and ethical manner while maintaining confidentiality.

This position will collaborate with the Executive Team and the Community Management team to ensure company and client retention, client satisfaction, deadlines are met, and overall processes and procedures are followed.

This position will be responsible to proactively address issues for our clients and the Company. Duties include, but are not limited to, management of a limited accounts, management accounts either temporarily or during transition due to the needs of the department, and supervision of Directors of Community Management and other Community Management team members.

Primary Responsibilities

Management of Directors of Community Management and other Community Management Team Members :

• Provide exemplary professional, ethical, consistent, and respectful leadership and mentoring.
• Manage and develop a team of Directors and Community Managers.
• Prepare CMLT meeting agendas and materials.
• Provide input for monthly managers' meetings.
• Review and update switchboard status.
• Resolve performance issues with team members.
• Mentor and develop potential leaders.
• Identify team members needing additional or specialized training.
• Approve time-off requests for team members under supervision.
• Ensure coverage during absences and vacations (emails, phone calls, on-call rotation).
• Conduct performance evaluations within company guidelines.
• Participate in interviews for qualified candidates.
• Assist in disciplinary actions as needed.
• Ensure company timelines and deadlines are consistently met.
• Respond promptly to calls and emails same-day if possible.
• Ensure company policies, procedures, and standard templates are consistently followed.
• Review Directors' Reports for content, accuracy, and compliance with company standards.
• Review Annual Calendars to ensure items are completed and scheduled appropriately.
• Review meeting minutes for :
• Accuracy and corrections needed
• Standard verbiage
• Potential liability issues
• Management extras
• Verify all signed minutes are scanned and saved in Vantaca.
• Regularly review Vantaca :
• Team Member Messages Weekly
• Team Member Action Items Weekly
• Documents Monthly
• Action Item Reports During Directors' Report process
• Review mail-outs and billing inserts for accuracy, liability issues, and compliance.
• Review Action Item Reports (AIR) for content, accuracy, liability, and compliance.
• Review Management Reports with team members to address projects, insurance claims, lawsuits, and workload distribution.
• Ensure Managers and Directors submit management extras for work performed outside the Management Contract.
• Ensure Community Managers understand and adhere to contractual obligations for each association.
• Complete assigned items for Internal Transitions for your team members.
• Update and maintain account transition tracking log in Teams.
• Attend association meetings for Community Managers under supervision (at least annually) to evaluate performance and board relations.
• Communicate with Boards (quarterly, semi-annually, or as needed) to ensure client satisfaction.
• Visit communities under supervision to evaluate appearance and address issues with managers and / or boards.
• Respond to client issues promptly; resolve conflicts within 2448 hours depending on severity.
• Attend Small Claims Court with managers as needed (with a board member present).
• Manage and update the Lawsuits in Vantaca for all Associations.

Management of Assigned Communities :

Who You Are

The Executive Director of Community Management is expected to provide mentorship to their Community Management team and to work closely with and adhere to all company policies and procedures.

This position often communicates on behalf of the executive(s); and must use exceptional and professional communication skills. This position serves as the point of support between the management team and the Executive Team and all internal and external positions.

The Executive Director of Community Management must use effective follow-up skills to ensure organizational deadlines and objectives are met in a timely manner.

Must also be able to communicate and interact effectively at all levels of the organization and provide guidance to the Community Management team.

Must have the ability to build relationships with and understand the organizational design to high-level external clients.

This position provides mentorship to other management team members by setting elevated expectations for the successful completion of tasks, and by providing information required to accomplish the needs of the management team.

This position must be able to maintain confidentiality due to the exposure to company proprietary and company strategic information.

Specialized Skills

The Executive Director of Community Management must have strong comprehensive listening and communication skills to receive and collect input as well as execute responsibilities based on the requirements of the organization.

Ability to read and interpret documents such as CC&Rs, Bylaws, and other governing documents.

This position must be able to write efficient routine reports and correspondence and can speak effectively before groups of clients or team members of the organization.

The ability to work independently is extremely important to efficiently increase the productivity and maximize time management.

Education and Experience

Technical Requirements

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.