HOA Management Administrator

HOA Management Administrator

Requirements

• Bachelor’s degree in Business or related field or meet the minimum requirement for number of years direct experience
• Minimum five years of experience in homebuilding
• Ability to anticipate possible obstacles and propose favorable solutions
• Strong work ethic and commitment to implementation and execution
• Concise writing and public speaking/presentation skills are desirable
• Strong computer skills
• Strong negotiating skills
• Attention to detail
• Proven track record of leadership

Responsibilities

• Assist in creation and supervision of community structures including master and sub homeowner associations, maintenance free designations, community development districts and condominium and common associations
• Assist project managers with document preparation and recordation including local and state platting process, legal sketch and descriptions and CDD petitions
• Assist in tracking of closing proceeds related to homeowner assessments, capital contributions, irrigation hookup fees and marketing fees
• Assist with the operation of Community Development Districts and act as a liaison to board member
• Initial Set up community management customer service call center with outside management companies, vendors, and internal tracking log
• Supervise the creation of homeowner, condominium, and commercial associations
• Incorporate companies with appropriate By-Laws, stock certificates and meeting minutes, obtain FEIN numbers and identify corporate officers
• Coordinate tracking of UBR reports with Taylor Morrison Corporate department and State agencies
• Supervise the establishment and execution of ARC guidelines, cable contracts, CDD maintenance agreements, county and state maintenance agreements and management company agreements
• Supervise the homeowner and condominium document process, preparation and execution
• Document requests, reviews and amendments including packaging for submittal to State and local agencies
• Document recording at local and state agencies and distribution to internal departments and external agencies
• Supervise Management Companies with Advertising for Annual Budget, Annual & Quarterly Association Meetings, community surveys of amenities and programs, and Community Turnover process
• Assist management companies with facility management and set up including appropriate licenses, operating permits and staffing needs
• Assist management companies with bidding and contracting vendor and material services
• Assist with facilities access and security protocol for residents and homebuilding sales agents
• Assist in creation of all documentation required to form the corporations and declarations necessary of the associations
• Assist in the review of all said documents to ensure they meet the requirements of Taylor Morrison
• Distribute recorded documents to the appropriate parties on a timely basis to ensure compliance with all governing authorities
• Assist in review all financial statements submitted by the management companies to ensure the association follows the budget set for the association
• Receive and assist in review of all subsidy request made by management companies to ensure that only authorized expenditures are being processed
• Supervise management companies with Annual Budget preparation, Purchasing cost controls, Policies and procedures for communities. Assist in review of all budgets submitted by management companies for the designated associations
• Supervise homeowner and condominium insurance requirements including property and officer insurance by obtaining quotes and acquiring and processing policies with management companies. Determine the insurance requirements for the association. Amount of coverage, required policies to ensure the association is not at risk in the event of a disaster or intentional or unintentional mistake
• Obtain quotes for the required coverage from at least three sources, if possible, to obtain the best rate.
• Acquire the appropriate policies and process insurance requests for the associations
• Once the articles of incorporation are recorded, obtain the necessary FEI’s for the association
• Track the needs and attend necessary meetings for the association such as, management, insurance, UBR updating, ARC meetings etc
• Schedule physical reviews of all properties with the management companies to ensure the appearance of the ground and community are maintained properly
• Track closings for the communities to ensure that all information is consistent between Taylor Morrison and the management companies
• Assist the property managers with vendor relations to obtain the best price for service and quality
• Oversee the property managers in all decisions made for the communities
• Assist in enforcement of restrictions and ARC standards
• Interact with residents and counsel when needed. Try to keep harmonious atmosphere within the community
• Attend TM Customer Care meetings to assist in resolving any warranty issue that involves the association
• Assist with any association or CDD information with any homebuilding takedowns and closings with TM closing coordinator, outside legal counsel, closing agents and title companies
• Provide assistance with information on HUDS, title commitments, affidavit of ownership and warranty deeds
• Supervise tracking of closings and sales for homeowner associations, annual reporting to local and state agencies and community development districts
• Assist Homebuilding and corporate legal department with sales contracts, disclosures and fee sheets
• Assist in creating initial community reserve budget and association budgets and cash flow
• Perform other duties as assigned

Preferred Qualifications

• Concise writing and public speaking/presentation skills are desirable