Client Manager, Terra West Management

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Description

The Client Manager is responsible for the day-to-day oversight of the operations and administration of a portfolio of clients. They will work directly with a Community Manager, several Board of Directors, Committees, Vendors and internal departments to define and complete tasks as assigned, specific to each clients needs.

Through the communication with our clients, candidate will be responsible for the creation of an individual task list and oversight to ensure completion within the companies guidelines/policies and associated timelines. Tasks may involve maintenance projects, research, newsletters, written/verbal communication for individual problem resolution, obtaining proposals, meeting with vendors, insurance claim tracking, working with our clients legal teams on special projects. Duties shall include but, are not limited to: preparing for and administering client meetings utilizing companies standardized processes, rules enforcement, state form filing, operations calendar administration, financial review and budget preparation.

This opportunity will include education and resources, to transition into a State of Nevada Licensed Community Manager with direct mentorship in the field of common interest community management. Candidate shall attend licensing classes in order to obtain their state license and shall receive on the job training specific to this customized industry for complete management of their portfolio of clients.

Essential Functions:

• Under the direction of the Board of Directors, manage the day-to-day operations of the community association.

• Candidate will obtain knowledge of the individual clients governing documents (CC&Rs, Bylaws, Articles of Incorporation, Rules and Regulations) and advises the Board on applicable policies and guidelines on matters that are being considered or discussed, per their documents.

• Ensure that the Association is compliant with all Federal, State and Local rules and regulations and their governing documents, subject to the common interest community industry.

• Ensure that all licenses and/or permits pertaining to the operation of the Association are obtained and/or renewed in a timely manner.

• Recommend procedural and policy amendments and initiatives to Board of Directors; implement all policies and procedures adopted by Board.

• Schedule Board of Directors meetings; prepare agenda; prepare and distribute meeting notices to homeowners.

• Attend regularly scheduled Board meetings, including preparation and distribution of Board Meeting agenda, meeting materials and minutes.

• Maintain operations calendar of important due dates, meetings and critical deadlines.

• Financial management, including fiscal budget preparation and oversight, invoice approval, and financial report distribution/comprehension. Overall financial management of a budget to ensure expenses are cost savvy and in line with budget constraints. Financials are prepared by the companies accounting teams (AP/AR/GL) and not apart of this job description.

• Reviews, verifies and codes all invoices with associated back-up/detail and recommends payment to Board for approval. Interfaces with all departments of Terra West to ensure services are complete and accurate.

• Review the Association's budget and current expenses and spending trend for possible savings whenever possible while optimizing utilization of resources and maintaining appropriate levels of quality and service to owners and residents.

• Ensure that all tax returns are completed in a timely manner by the Accountant.

• Interface with auditor to ensure receipt of all necessary information to complete thorough and timely annual audits.

• Oversee annual renewal of insurance policies and work with insurance agent to review and update insurance coverage on an annual basis.

• Cooperate with workers compensation carrier to complete annual audit.

• Ensure that assessments, fees and fines are billed timely and correctly. Work with Association Board, Association attorney and/or collection agent to ensure that collections proceed per Board adopted collection policy.

• Perform monthly property inspections to ensure standards set forth in the governing documents are being observed and report any discrepancies to the Board of Directors.

• Have a thorough knowledge of the Association's responsibilities towards maintenance of common areas, neighborhood common areas, property lines, and landscaping easements.

• Work with vendors to ensure proper documentation of work orders, board projects and prompt response to property staff is adhered too for professional and prompt resolution.

• Track tasks via an action list for regular distribution to the Board, to keep them informed of projects in the que.

• Ability to meet and negotiate with outside contractors and vendors for the needs of the community. At the direction of the Board of Directors, obtain bids, evaluate proposals and make recommendations to the Board for work being contracted to an outside source. Oversee work being performed to ensure satisfactory completion in accordance with the terms of the contract. Completed in partnership with clients selected vendors.

• Review Association's contracts with service providers for cost control and, if necessary, make recommendations to obtain competitive bids.

• Coordinate the receipt of all architectural and landscape requests and provide copies to the Board or Architectural Review Committee. Track time limitation and conduct final inspection of project at completion if directed by Board.

• Review Association's Reserve Study annually and note elements that need repairing or replacing. Review Reserve funding and advise Board of any recommended changes.

• Assist the Reserve Study Specialist in the preparation of the Association's Reserve Study in a timely manner and as required.

• Communicate with and update Board of Directors on a regular basis regarding the operation and administration of the Association.

• Daily interaction with community residents and Board members in a professional and courteous manner.

• Respond timely to inquiries from Board members and residents and follow through for client satisfaction.

• Resolve homeowners' problems as they pertain to the association, common elements, and governing documents, in a prompt and courteous manner. All calls are returned within 24 hours, except weekends and holidays.

• Organize and maintain files of all legal documents, owner lists, correspondence, and other files as required.

• Perform other tasks and projects as directed by the Board of Directors.

• Stay abreast of current trends in community management through continuing education programs, classes and conferences.

• Other duties as assigned.

Core Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:

• Must be professional in both appearance and character

• Commitment to the highest level of customer service

• Ability to define problems, collect data, establish facts, and draw valid conclusions

• Maintain confidentiality and exercise good judgment

• Ability to respond effectively to highly sensitive inquiries or complaints

• Ability to write letters, newsletters, notices, resolutions, policies, etc.

• Good decision-making abilities

• Organizing and prioritizing skills

• Excellent verbal and written communication skills

• Attention to detail and accuracy

• Excellent time management and follow-through skills

• Problem-solving skills

• Ability to handle many tasks simultaneously with the ability to work effectively under time constraints and deadlines

• Enthusiasm for the job and for the property

Requirements

Minimum Qualifications:

• Minimum five years' experience as Account/Client Manager.

• Must possess reliable vehicle with insurance and valid registration.

• Typing Speed: 45wpm

• Proficient in Outlook, Word, Excel, Publisher (preferred).

• High level written/verbal communication and problem solving skillset required.

• Proven leadership ability, self-starter.

• Available for periodic evening meetings (Monday - Thursday).

• Valid driver's license.

ADA Requirements:

• See and read small print, both on paper and on a computer screen, quickly and accurately.

• Sit for extended periods of time while working at a computer.

• Hear and speak clearly on the telephone and in person.

Work Posture Requirements:

• Sitting: Constantly

• Standing: Frequently

• Walking: Frequently

• Driving: N/A

• Bending (from waist): Frequently

• Crouching (squat): Rarely

• Kneeling: Occasionally

• Crawling: N/A

• Climbing (stairs): N/A

• Climbing (ladder): N/A

• Twisting: N/A

• Reaching: Rarely

• Wrist Motion: Occasionally

Carrying Requirements:

• Items Carried: Files/Board books

• Distance: 50 steps

• Times Per Day: 5

• Maximum Weight: 5 pounds

Moving/Lifting Requirements:

• Items Moved/Lifted: Paper files

• Times Per Day: 5

• Maximum Weight: 3 pounds

Moving/Lifting Levels/Heights:

• Floor: Occasionally

• Knee: Rarely

• Waist: Occasionally

• Chest: Occasionally

• Overhead: Occasionally

Push/Pull Requirements:

• Item Name: Furniture Frequency: Frequently

Environmental Conditions:

• Inside/Outside: No

• Hot/Cold Temperatures: No

• Wet: No

• Noise: No

• Power Equipment: No

• Traffic Hazards: No

• Chemical Hazards: No

• Heights: No

• Dust: No

• Close Quarters: No

• Fumes/Odors: No

EEO/Drug Free Workplace