Onsite Community Association Manager (MPSC101326)

Company Overview

RealManage is a leading national community association management company serving homeowners' associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, master-planned communities, and nationally recognized developer and builder clients. RealManage is proud to be recognized on the Inc. 5000 list of America's fastest-growing private companies and ranked among the top firms in the community management industry. We combine experienced people, innovative technology, and proven practices to help communities thrive.

At RealManage, The RM Way is our service identity - something we live every day. It provides a shared definition of what great looks like, a common language for coaching and recognition, and a standard every associate can own. It guides how we serve our clients, how we serve each other, and how we grow.

Our commitment to an exceptional associate experience is reflected in RealManage being Great Place to Work® Certified™ for three consecutive years. We believe exceptional client experiences start with our associates, and we foster a workplace where people are supported, encouraged to grow, and empowered to deliver outstanding service.

Join RealManage and be part of a values-based organization where The RM Way shapes how we serve, work, grow, coach, and recognize one another every day - while making the communities we manage stronger because RealManage is there.

Our Guiding Values

RealManage is a values-based company with the following values as our guiding principles: 

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning, and always growing. At RealManage, we are always getting better.

About the Role

Position Summary
Manage the daily operations of the assigned community association. Serve as the primary onsite contact for the Board, residents and vendors. Take ownership of financial coordination, property maintenance and project follow-up, working with RealManage support departments and qualified professionals. Carry out Board direction within the management agreement, approved budget and delegated authority.

Board Communication and Reporting
• Provide complete, accurate responses to Board questions. Include the full Board on Association business unless confidentiality or legal sensitivity requires limited distribution.
• Communicate significant project, vendor, financial, insurance and legal developments proactively. Promptly escalate safety concerns, major damage, service disruptions and time-sensitive exposure.
• Deliver a written report every Friday covering completed work, work in progress, pending items, Board decisions needed, upcoming deadlines, financial and contract matters, and significant owner or violation issues.

Task Ownership and Prioritization
• Maintain a running task log identifying each open item’s status, responsible party, next action and target date. Acknowledge Board requests and track them until completed, cancelled or closed by the Board.
• Follow up with vendors, accounting, attorneys, insurers and other parties. Prioritize safety, deadlines, financial exposure, property damage, resident impact and project dependencies.

Financial Management and Accounting Coordination
• Assist with budgets, monthly financial reviews and budget variances. Understand operating and reserve funds, owner accounts, payables, receivables, bank reconciliations, capital expenditures and special assessments.
• Coordinate financial issue resolution across RealManage departments. Obtain missing documentation, pursue refunds or credits, and support CPA, audit and reserve-study work.
• Explain financial information clearly, verify material details and correct errors promptly. Support accessible, auditable records and usable accounting exports.
• Provide approval requests with purpose, location, vendor, scope, cost, background and recommended action. Disclose additional service charges and seek prior approval when reasonably possible, consistent with the management agreement.

Property Operations and Capital Projects
• Maintain a consistent onsite presence and perform regular property inspections. Identify
maintenance needs, document conditions and coordinate repairs through approved vendors or
maintenance personnel.
• Track preventive maintenance, regulatory inspections and service schedules for elevators, structural
and exterior components, and fire and life-safety systems.
• Coordinate capital projects with the Board, contractors and qualified technical professionals. Track
scope, approvals, schedules, dependencies, warranties and completion.
• Support coastal insurance renewals and claims by coordinating documentation, site access and
follow-up. Refer technical, legal and insurance determinations to the appropriate professionals.

Vendor Management and Cost Control
• Arrange vendor visits and access, obtain proposals, confirm start dates and verify completion of
significant work before recommending payment.
• Evaluate scope and pricing, seek competitive proposals when practical, and identify purchasing
alternatives that could reduce costs.
• Monitor vendor performance and contract renewal or termination deadlines. Report deficiencies and
follow through on corrective action.

Resident Service and Association Records
• Respond professionally to resident requests and complaints. Coordinate owner account questions
and administer governing-document and violation processes under established Board direction.
• Maintain organized portal records, including contracts, proposals, warranties, inspections, insurance,
permits, financial documentation and significant correspondence. Protect confidential information.
• Prepare meeting materials and support Board and membership meetings as assigned. Maintain
records that support continuity and timely transfer during a management transition.

Disclaimer

This description is not intended to be an exhaustive list of duties. The employee may perform other duties as assigned to meet the ongoing needs of the organization. Reasonable accommodation may be made to enable qualified individuals to perform the essential functions of this position. 

Qualifications

Qualifications
• Demonstrated community management experience appropriate to the assigned community association, including financial reporting, reserve planning, capital projects and vendor contracts.
• Working familiarity with coastal insurance, elevators, building maintenance and fire and life-safety systems; ability to coordinate specialists and regulatory inspections.
• Strong writing, organization, financial analysis and conflict-resolution skills. Proficiency with spreadsheets, management portals and accounting reports.
• CMCA, AMS or PCAM credentials preferred. Ability to work onsite, inspect the property and attend scheduled evening meetings as required.

Performance Expectations
Success is measured by timely Friday reports, reliable information, active follow-up on every open item, complete approval requests, documented vendor oversight and prompt escalation of urgent matters. The manager is expected to resolve routine operational issues within delegated authority and bring decisions to the Board with the information needed to act.
Responsibilities may be adjusted to community needs, the management agreement and RealManage procedures.

 Physical Requirements

• Ability to stand and walk for extended periods throughout the workday.
• Ability to climb stairs, ladders, bend, stoop, kneel, crouch, or reach frequently.
• Ability to lift, carry, push, or pull objects up to 50 pounds regularly and occasionally heavier with assistance.
• Manual dexterity to operate tools, equipment, and machinery safely.
• Visual acuity to inspect equipment, read gauges, and perform detailed tasks.
• Hearing ability to detect alarms, equipment sounds, and verbal instructions in noisy environments.
• Ability to work in varying environmental conditions (heat, cold, dust, noise, outdoors).
• Ability to wear and use appropriate personal protective equipment (PPE).
• Ability to work varying schedules, including evenings, weekends, on-call, and overtime as required.

Pay and Benefits

$65,000 - $70,000 per year (depending on education and experience)

Benefits Include 

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High-Deductible Medical Plan to be eligible)
• FSA
• Education Reimbursement
• 401K matching
• Employee Assistance Program (EAP)
• 11 paid Holidays

EEO & Values Statement 

RealManage is a values-based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. 

ADA Statement

RealManage is committed to providing reasonable accommodation to individuals with disabilities. If you need an accommodation to apply for this position or perform essential job functions, please contact Human Resources at hr@ciramail.com.