On-Site Property Manager’s Principal Duties and Responsibilities
1. Interact with residents and owners in person, by phone and/or by email, and promptly take action to ensure comments and requests are addressed and brought to the attention of Allstate HOA Management (“Allstate”) and/or the HOA Board, if necessary. Create a log which includes the date of the complaint, the name and unit number of the complainant, a description of the complaint, and the date and time as appropriate, of the resolution or any other action taken.
2. When notified by a resident regarding anything that the resident claims is an HOA matter, verify that it is. Obtain the assistance of Allstate in making these types of determinations.
3. Physically inspect the common areas daily to identify issues. This includes the pool, spa and any other amenities.
4. Conduct daily walk-throughs to identify rules violations by residents. Advise owners of the violation by e-mail and printed letter and copy Allstate. Track offenses and advise the Board if, per the HOA’s Rules, hearings should be held.
5. Prepare daily work orders and schedules for on-site staff.
6. Confirm that work-order items have been carried out to completion.
7. Obtain proposals for maintenance and repairs which are not within the scope of work to be handled by any on-site maintenance personnel. When outsourcing, proposals must be obtained as per established protocols and thresholds. This includes verifying that vendors are actively licensed in their respective trades, that they carry full General Liability and Workers Comp insurances and any other insurance coverage which may be necessary, and that they add the HOA and Allstate HOA Management as additional insureds on their General Liability policy. Ensure vendors obtain permits if/when necessary.
8. Track the renewal dates of vendor insurance policies and ensure that they are kept current throughout the course of the project.
9. Meet and greet vendors/contractors. Advise them of HOA rules, quiet hours, trash disposal policies, etc.
10. Advise owners of on-site work which may affect them. Provide owners and the Board periodic updates.
11. Verify that work is performed as agreed and that vendor guidelines are adhered to. Report any issues to the vendor and to Allstate if vendor fails to address the issue.
12. Attend HOA board meetings and periodic general membership meetings and be prepared to provide updates and to report on significant issues.
13. Perform administrative tasks for move in/outs and maintain updated homeowner and resident listings.
14. Perform other office management and administrative duties as directed by Allstate.
15. Must have professional communication skills, computer literacy, and working knowledge of programs such as Word, Excel, Adobe and email.
16. Bilingual in Korean preferred.
17. Hourly rate commensurate to experience.