Office/HOA Community Manager

Position Summary

The Office/HOA Community Manager serves as the central liaison between the Board of Directors, residents, staff, and service providers. Reporting directly to the Board, this role is responsible for overseeing daily operations of the community, ensuring effective communication, enforcing community rules, supporting committees with administrative tasks, and project-related functions.

Key Responsibilities

Board of Directors Support

Prepare and distribute meeting agendas and packets.

Post meeting notices and notify committee chairs of reporting deadlines.

Attend Board meetings and record minutes.

Resident Relations

Act as the primary point of contact for residents.

Provide clear and professional communication (written and verbal).

Resolve resident concerns using critical and creative thinking.

Assist in welcoming new residents.

Be available to residents throughout the workday

Financial Administration

Code and process invoices and payments.

Collect and deposit HOA assessments.

Notify residents of delinquent accounts.

Legal & Compliance

Maintain property files in accordance with the Davis-Stirling Act.

Draft legal correspondence on behalf of the Board.

Coordinate with legal counsel and city officials as needed.

Distribute governing documents and ensure regulatory compliance.

Human Resources Administration

Develop job postings and interview criteria.

Facilitate background checks and drug screenings.

Complete onboarding paperwork and maintain personnel files.

Process workers’ compensation claims.

Provide monthly reports on sick leave and vacation usage.

Staff Coordination

Support the Park Services Foreperson with project planning listed in the annual reserve study.

Assist with performance evaluations.

Address staff concerns and escalate to the Board when appropriate.

Assist Park Services Foreperson with proposals, bids, and contracts.

Approve timecards for payroll processing.

Office Operations

Respond to phone calls, emails, and text inquiries in a timely manner.

Manage document distribution and office supply inventory.

Coordinate common area rentals (Lodge rooms & Mill).

Rule Enforcement and Compliance

Monitor and enforce community rules and CC&R compliance.

Manage violation notices and resolution processes.

Project Management

Assist with special projects and community development initiatives as directed by the Board.

Other Duties

Perform additional tasks as assigned by the Board of Directors.

Qualifications

Knowledge & Expertise

Office administration and standard business practices.

Microsoft Office Suite (Outlook, Word, Excel) and QuickBooks.

California HR and payroll regulations.

Davis-Stirling Act and HOA governance.

Real estate transactions (deeds, titles).

Permitting and building codes.

Workers’ compensation and property insurance.

Skills

Strong organizational and time management abilities.

Effective leadership and decision-making.

Professional written and verbal communication.

Ability to manage multiple priorities under pressure.

Basic financial and budgeting proficiency.

Abilities

Interpret and apply HOA laws and policies.

Takes initiative and self-motivation.

Think critically and solve problems creatively.

Maintain confidentiality and professionalism.

Build positive relationships with residents, Board members, and vendors.

Work independently and follow through on tasks.

Education & Experience

High school diploma or GED required.

Associate’s degree or equivalent preferred.

Minimum of three years of relevant onsite HOA community management experience.

Certified Community Association Manager (CCAM) preferred.

MONTEVALLE OF SCOTTS VALLEY, INC is an Equal Opportunity Employer. We are

committed to providing a work environment free of harassment, discrimination, retaliation,

disrespectful or other unprofessional conduct based on: Race Religion Color National

origin Ancestry Physical or mental disability Age Sexual orientation Military or

veteran status Any other basis protected by federal, state or local law or ordinance or

regulation.

Diversity, Equity, and Inclusion: We are committed to fostering a diverse, equitable, and

inclusive workplace where all individuals are respected and valued. We welcome applicants

from all backgrounds and experiences, and we are proud to be an equal opportunity

employer.