COMPANY
Founded in 1990, Common Interest Management Services (CIMS) is a leading HOA management company providing expert advice and valued management services to many of the Greater Bay Area’s homeowner associations. Our company has a culture of developing its people, promoting from within with a well-established track record of building meaningful careers over time for talented and loyal team members. We enjoy some of the highest tenure and lowest staff turnover in the industry and we’re known as an employment destination for the HOA industry’s best Community Managers, Accounting and Customer Support professionals. CIMS has invested year-over-year in its leading technology services and unique capabilities, including project support services and handyman maintenance services, to offer full service, turnkey association management to our clients. Homeowners and Boards delight in the online tools including homeowner and Board portals that make it easy to access instantly Association documents, review owner financial ledgers and make online payments, initiate work order & architectural application requests + track to completion, etc. Our CIMS team tailors our services to meet the unique requirements of our associations, from smaller communities with fewer than 25 units to the largest and most complex communities with onsite GMs and staff.
OPPORTUNITY: ONSITE GENERAL MANAGER-UNION CITY
Are you an experienced Community Manager searching for your next career opportunity as an onsite General Manager with Northern California’s leading HOA management company, Common Interest Management Services?
What makes this Onsite GM role unique? This is a career-defining role and very unique opportunity to manage in a more intimate setting with a proven team and a well-functioning Board. The pace is steady and predictable in an Association that has been run well for many years. This role allows the GM to build a closer working relationship with the Board and homeowners. The Board is tenured and highly knowledgeable in the Association’s history, governing documents, accounting/budgeting, etc. making for a more collaborative and deliberative board meeting process. The role is filled with new and exciting challenges, even for the most experienced Onsite GM, but has a pace and balance that is highly sought after.
ROLE: GENERAL SUMMARY
The General Manager, acting under the direction of the Board of Directors, manages the Association professionally and ethically with open communication and collaboration at all times. The GM must possess exemplary analytical and relationship-building skills required to engage the community members and to support the Board’s deliberations and decision-making. The General Manager must have a comprehensive knowledge of management practices, accounting procedures, and technologies employed by the Association, personnel practices, Association CC&Rs, Bylaws, Rules & Regulations, fiduciary responsibilities of the Association and its Board of Directors, inventory and procurement, contracts, Association maintenance and safety practices.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The job duties listed are examples of the work performed by the Onsite General Manager and staff.
- Owner mindset: Be guided in the work by common sense, cost-conscious management that is measured by progress and results.
- Customer service philosophy: Reduce owner effort and make it easy to have an issue resolved on the first try and quickly. Listen, seek to understand and anticipate the full needs of the owner when problem solving and delivering service to the highest standard.
- Invested in the Association’s unique requirements: Acquire an understanding of all Community governing documents (CCRs, By-Laws and published rules) and ensure all requirements are followed.
- Annual and multi-year planning: Lead Boards toward the development of short-term and long-range plans and develop recommendations for specific action plans to achieve Board objectives.
- Timely service and reliable communication: Respond to homeowner / resident requests for maintenance or compliance issues, or architectural change approvals.
- Board meeting management: Attend and participate in Board and committee meetings and prepare minutes. Prepare concise, yet detail-oriented, board meeting packets that allow the Board to make informed decisions without lengthy discussion.
- Annual planning and proactive management of Association priorities: Create an annual calendar of key client meetings and events and leverage CIMS technology to ensure timeliness and completion of work.
- Technology leader to save time and money: Quickly learn and leverage the full resources of Common Interest Management Services to maximize the benefit and cost-savings to the Association and its owners (homeowner and board online portals, payments, StrongRoom accounts payable technology, Project Support Services, etc.
- Site Inspections and enforcement: Proactively inspect interior and exterior common areas, landscape, individual unit compliance, etc. to ensure the ‘look and feel’ of the community is consistent with the wishes of the Board and in compliance with the governing documents. Take steps to foresee emerging issues and to conduct preventative maintenance (with Board approval) and ensure all necessary repairs and maintenance activities are conducted in a timely manner.
- Life and safety: Ensure all fire, life and safety systems are operable and evacuation plans and emergency procedures are documented and understood by staff and residents.
- Legal matters: Work with Association legal counsel on any pending or existing litigation and provide periodic updates to the Board.
- Financial Management: Monitor the financial position of the Association and present monthly financial reports and any documents requiring Board member signatures. Note budget variances of greater than 10% +/- for discussion and decisions.
- Accounts payable: approve and code vendor invoices and ensure vendors comply with the terms of their service contracts. Gather detailed bids for major non-recurring projects or for requested changes in recurring vendor contracts.
- Annual Budgeting: Prepare annual budget drafts with updated reserve study disclosures and ensure the annual budget is distributed in a timely manner.
- Committees of the Board: Support the activities of various Board sub-committees and provide a seamless connection between the Board of Directors and committees.
- Elections: Administer the Annual Election and meeting.
- Annual Financial Reviews: Ensure annual CPA audit / review is completed and distributed within 120 days of year-end. Also ensure tax returns are completed and filed by CPA.
- Community Building and Esprit de Corps: Find unique ways to lift participation and engagement in community affairs and deliberations. Assess and monitor community needs: identify opportunities for improved communication or service delivery methods. Implement programs or improvements.
- Other duties as assigned.
ADDITIONAL DUTIES AND RESPONSIBILITIES
- Conduct business at all times with the highest standards of personal, professional and ethical conduct.
- Operate with integrity at all times, full transparency and open communication on all matters.
- Find a way to say ‘yes’ to respond directly or through staff to service requests, issues or owner inquiries.
- Take full accountability for individual and team performance in the service of the Association.
- Ensure all safety precautions are followed while performing the work.
- Follow all CIMS Employee Handbook policies and all standard operating procedures as instructed by CIMS senior management
EDUCATION AND EXPERIENCE
Bachelor’s Degree preferred, but not required. Candidate would have a minimum of 5-7+ years of business experience, including a minimum of 3+ years of association management experience. GM Onsite experience would be a plus. CAI, CACM credentials would be a plus.
Job Type: Full-time
Pay: From $110,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
- On call
- Weekends as needed
Work Location: In person