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Work where the mountains inspire excellence! Come join our dynamic team as an Association Management Administrator, where your organizational talent helps local associations thrive in Steamboat Springs, CO!

Summary: Administers setup of Board of Director and Annual Homeowner meetings for managed associations and supports the overall business functions of Association Management. Attend all homeowner and Board of Directors meetings, assuring all records are accomplished in a searchable format for reference to ensure accurate transcribing of meeting minutes are documented in standard format across all properties. Assist with technology implementation projects to include the data & file folder standardization across all properties / current owner associations. Manages a reasonable number of smaller Associations (with low-complexity and time requirements) as assigned with mentorship of an Association Manager owner. Compiles and maintains records of business transactions and office activities of establishment by performing the following duties:

Essential Duties and Responsibilities include the following:

+ Work with President in support of approved special projects as directed related to standardization of Association Management organization and software implementation needs, including folder, files and data organization structure, nomenclature, and format.

+ Be familiar and knowledgeable with the specific details of the numerous services offered by the company, as well as properties.

+ Attend all homeowner and Board of Directors meetings to record and transcribe meeting minutes. If unable to attend a meeting, ensure that the meetings are recorded in searchable recording formats and that all summary information from the meeting session is transcribed into the standard format. Recommend and make improvements and format coding and date updates to standard formats and Standard Operating Procedures (SOPs) as approved by the designated and noted document owner.

+ Coordinate meeting calendars for board and annual meetings as needed. Arrange for physical and/or virtual space (as requested by the board), communicate meeting times to necessary parties, assembly, mail and email meeting notice and attendance forms to owners.

+ Schedule and included conference call information for each meeting in meeting invites. Set up meeting room, ensure necessary audio/visual equipment is in working order.

+ Assist the Association Managers in the preparation of annual association reports, assembling the required number of reports needed for each meeting, making copies for all owners and staff members attending. Assemble and mail/Email (method as board-requests) the meeting packet to board members prior to each board meeting. Email the pre-meeting packet to all owners prior to the annual meeting, load, and publish to owner website.

+ Maintain sufficient stock of meeting refreshment supplies as needed, including provision shopping.

+ For Annual Meetings, prepare Management Report using a standard format/template (summary of actions/accomplishments, in progress items) based on Association Manager inputs.

+ Distribute written meeting minutes on standard format, to the Association Manager for review and approval. Distribute approved minutes to each board as directed by Manager. Upon confirmation of board-approval of minutes by board members/Association Manger, post to the owner website in draft format for all annual homeowner meetings.

+ Assist with filing and overall organization of business data and records consistently and timely per above-described standard Resort Group methodologies and recommend additional insights and improvement ideas for the purpose of continuous improvement (vs continuous change).

+ Website Management - ensure all HOA websites are up to date with appropriate documentation.

+ Reference and provide HOA documents to owners, real estate brokers and other vendors that require the documents.

+ Manage occasional, direct written and telephonic communication with various homeowners regarding instructions for how to access their website and association information, including sending each new homeowner the Welcome packet respective to their Association.

+ Manage occasional, direct written and telephonic communication with Association Board of Directors.

+ In coordination with Association Manger, assist in maintaining and updating association project action items list/status, including information gained from board and annual meetings and include updates from review meetings with maintenance team.

+ Facilitates emails and other correspondence on behalf of and between the Associations and the Association Management team.

+ Demonstrate ability to be professionally flexible and multi-task.

+ Assist team with Association Management special projects approved by leadership as directed by project owner(s). Provide public records research as required.

+ Maintain availability throughout each 8-hour working day to perform duties with no more than 1 hour break for lunch, and the equivalent of two separate 15-minute breaks. Occasional Saturday and evening work is required dependent upon Homeowner Association meeting schedules.

+ Prepare monthly accounting for company credit cards with receipts for each transaction. Record each transaction in work orders as appropriate and submit it to accounting department.

+ Prepare and complete Lender Condominium Questionnaires as requested.

+ Prepare, distribute, and monitor the HOA Right of First Refusal process as requested.

+ Function as Association Manager liaison / assistant for a limited number of assigned properties/HOA portfolio in partnership with the Association Manager / mentor for each HOA with the opportunity to become the designated Association Manager as approved by the President of Association Management.

+ Demonstrate effective management of workflows to meet project and reporting deadlines.

+ Become familiar with primary HOA budget items and process including understanding the basic distinctions between standard operating expenses and reserves.

+ Become proficient with basic accounting principles in support of HOA finances and documenting related conversations and recording meeting information with clients.

+ Occasionally participate in associated property walks with Association Manager, Resort Group operations team members, owners, and board members as well as scheduled pro-active property walk opportunities.

+ Effectively recognize emergency situations that may come in a variety of formats for items such as leaks, electrical outages, etc. and respond using the correct actions or quickly access the best Standard Operating Procedure / Process for the situation.

+ Regularly contribute to a successful team atmosphere via conversations, exchange of ideas, set up of regular team celebration, training and team-building events as directed by leadership.

+ Other duties may be assigned.