HOA Design Review and Project Manager

JOB SUMMARY: 

Responsible for all HOA Design Review and HOA project management for EWH managed HOAs and coordinating EWH personnel or vendors in completing projects as approved by the Boards.  Working with the Community Association Managers to ensure all Reserve Study items are considered and presented in a timely manner with follow-up reports provided to the Managers and Boards.

Salary: $72k - $85k DOE

Administrative 

• Monitor incoming communication and handle as appropriate and necessary. 
• Maintain confidentiality, discretion, and professionalism in dealing with sensitive documents and information.  
• Code and process payments for credit cards and invoices as necessary. 
• Prepare document templates for DRC/ARC/Project Management to help maintain quality control and consistency between all HOAs.
• Compose and prepare correspondence, reports, contracts, agreements, and other complex documents in Outlook, Word, Excel, and PowerPoint Programs.  
• UKG, EWU – manage your timesheet for payroll and stay current on the 6 trainings a year required by EWH. 

Design/Architectural Review and CC&R Compliance  

• Compliance Inspections.  Work closely with the Community Association Managers to inspect and enforce the rules of the Association above and beyond Design/Architectural Rules of the Association.
• Work closely with and provide guidance to the Design Review Committee (DRC) and the Architectural Review Committee (ARC) regarding the status of each application, as well as all related design review and compliance matters.
• Coordinate, facilitate, and attend DRC/ARC meetings:
  • Gather all documentation needed for the meeting.
  • Prepare and distribute meeting agendas and notices.
  • Record and maintain meeting notes as the official record of proceedings and actions.
• Serve as liaison between the DRC/ARC and homeowners regarding design review applications. 
• Maintain DRC/ARC records.  
• Participate in on-site field representation for Pre-Design Conference, Pre-Construction Meetings, construction progress reviews, Final Compliance Observations. Collect and organize all records in association with these and help take care of any follow-up correspondence. 
• Carry out other such duties and responsibilities as may reasonably be requested by the Association Manager or DRC/ARC that are consistent with the scope of this role. 
• Help prepare demands in regard to DRC monies owed. 
• Help maintain the DRC/ARC files.
• Implementation of DRC and ARC database. 

Project Management

• Create and implement project management tracking
  • Keep track of planned/in-progress/completed projects for each HOA. To be updated regularly.
  • Project planning with start dates and deadlines.
  • Work collaboratively with the Association Managers and Director of Engineering to create bids for reserve projects can be provided for board consideration and approval.
  • Create a daily log for each HOA to track all time to be billable.
    • Physically walk properties and create work orders for work and essentially hiring the EWH maintenance team to fulfill HOA maintenance work.
  • Vendor management
  • Request bids, create scopes of work and negotiate contracts for all capital projects such as roofing, painting, landscaping, snow removal, etc.
  • Review/inspect all work performed by the EWH maintenance team wrapping up HOA projects and charging individual HOA accounts.
  • Create a bid spreadsheet for future projects.
  • Reassess current vendors and create more expansive options.
    • New vendor options
    • EWH staff training to take over vendor work.
• Reserve Studies
  • Consistent attention to reserve projects and implementation.
  • Regularly collaborate with Association Managers in Reserve Study Management.
• Attend all Association Board Meetings and update the status of special projects as requested.

Budget

• Assist with budget for Project Management billable hours.
• Operate department within the budgeted guidelines.
• Operate within HOA budget guidelines and financial responsibilities.
• Maximize billable hours departmentally as appropriate.
• Communication
  • Regular interdepartmental communication; to include Association Managers, Housekeeping, Maintenance, Guest Services, Owner services, Accounting.
  • Regularly attend management meetings and other property meetings.
  • Maintain and support all vendor/sub relationships.
  • Maintain and support relationships with partners throughout the Tahoe area.

OTHER DUTIES:

 Additional duties and special projects as requested and/or assigned.

Because of the fluctuating demands of the operation, it may be necessary that each employee perform a multitude of different functions; therefore, as an essential part of your job, employees will be expected to help others when the occasion arises. Accordingly, employees may be expected to perform other tasks not specifically addressed above.

RESPONSIBILITIES:

Promote at all times a cooperative and problem-solving atmosphere.  Conduct all business in a professional and courteous manner.  Must also honor and adhere to the following hospitality top 10’s at all times (below).

1. I will be well-groomed
2. I will smile
3. I will make eye contact
4. I will use attentive postures
5. I will greet & welcome my guests
6. I will be knowledgeable about my destination, my division and local attractions
7. I will make suggestions
8. I will be patient
9. I will take responsibility for inquiries and problems
10. I will thank my guests

ACCOUNTABILITIES:

Reports directly to VP of Operations and Association Managers.

QUALIFICATIONS:

Prior supervisory experience required.  Bachelor’s degree (B.A.) from four-year College or university; or at least three years related experience and/or training; or equivalent combination of education and experience.  Experience in common interest developments preferred. Must possess a valid California or Nevada driver’s license.  Experience with condo Chiller/Boiler systems. Confidence speaking at meetings with board members.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits & Perks Include:

• Health Insurance – Choose from three plans!
• Dental, Vision, Life & Accident Insurance
• $1000 Recreation Reimbursement Program
• 401(K) Plan with Discretionary Employer Match
• Paid Time Off & Paid Sick Time
• Career Development Trainings
• Perk Spot Discount Program
• Sabbatical Program
• Employee Assistance Program

Why East West Hospitality:

At East West Hospitality our Vision is to be the most trusted hospitality services company and employer of choice, built on genuine and enduring relationships. We believe in doing the right thing for each other, our community, our environment, and those we serve. We strive to cultivate and sustain an inclusive and welcoming environment in which everyone thrives and feels like they belong. 

We are: Entrepreneurial, Local, Transparent, Supportive, Personal, and Collaborative.

Based in Colorado, East West Hospitality has more than 35 years of success managing some of the world’s favorite resort communities and urban centers. We specialize in association, rental and property management, hotels, spas, fitness, restaurants, and retail operations with locations in Colorado, South Carolina, California, and Hawaii. We have over 1,500 employees who are sharing their passion for hospitality in the places where they live, work, and thrive.