Job description

Job Duties of the Neighborhood Manager

Effective January 1, 2021, The Maui Lani Community Association (Association) shall employ Hawaiiana Management Company LTD (Agent) as the Managing Agent. The Association Board of Directors (Board) has determined that it is in the best interest of the Association Members to maintain an On-site office to assist its Members.

The Governing Documents of the Association control the operation of the Association. The Board is the governing body of the Association, and therefore, the Board has established written materials such as the Association rules, regulations, policies and procedures, forms, and applications (“Operating Protocols”). Operating Protocols shall not be changed without written Board approval. The NM is responsible for complying with the Association Operating Protocols.

The Neighborhood Manager (NM) shall be responsible for the following revised job duties, which shall be subject to change at the direction of the Board.

Reporting Relationship

Management of Onsite Office

Association Employees

Covenant Enforcement

Property Maintenance

DRC

Correspondence

Document Management

Invoices and Disbursements

Owner Payments

Reports

Budget Preparation

Association Contracts

Record Retention & Maintenance

Unit Ownership Title Transfer

Meetings

Administrative Services

General Duties & Responsibilities: The NM duties and responsibilities shall be the management of covenant enforcement, maintenance of the Area of Common Responsibility, and facilitation of the Design Review Committee and Review process. NM duties and responsibilities are to be performed for the NM’s assigned neighborhoods and in compliance with the Association Governing Documents, and Operating Protocols. The NM shall have or shall obtain proficiency in Association software, Governing Documents, and Hawaii Revised Statue applicable to the HOA. The NM is required to be present at the office during the regular hours of operation which are 9:00 a.m. to 5:00 p.m., Monday through Friday, unless the NM is out of the office on a previously scheduled Property or Unit inspections.

Reporting Relationship: The On-site Employees including the NM shall report directly to the Senior Site Manager (SSM).

The NM shall refer all general matters, collections, and attorney referrals to the SSM. The ME and/or the Association Board President (President) shall act as the designated point of contact with the Association’s attorney. The Agent’s policy deems collection information as private and confidential and as such review and supervision of the Attorney Collections Status reports is restricted to review by the Board, the ME, and the Agent. The SSM on behalf of the NM may request an Owner account status, and the ME may release such status information on a case-by-case basis, when an Owner’s access to Association services has been suspended due to a delinquent account.

Covenant Enforcement: NM shall be responsible for complying with the Covenant Enforcement Procedures and Management Operating Protocols to prevent selective enforcement of neighborhoods.

Property Maintenance: NM shall be responsible for conducting Property inspections within the Manager’s assigned neighborhoods, as required by the Property Maintenance Operating Protocols. The NM shall coordinate maintenance and repair work as may be reasonably necessary to preserve and protect the Property.

DRC: NM shall be responsible for managing the Design Review process for the NM’s assigned neighborhood in compliance with DRC Operating Protocols. NM shall assist the SSM with the DRC Operating Protocol facilitation of the DRC meetings.

Correspondence: NM shall be responsible for the preparation of correspondence required by the Association Operating Protocols including but not limited to the following processes: 1) Design Review, 2) Covenant Enforcement, 3) Areas of Common Responsibility (ACR) Maintenance, 4) Owner Unit Rentals and 5) Owner Child Home Care Units.

Document Management: NM shall assist the SSM who shall coordinate with the ME for the timely and confidential exchange of documents, such as checks, invoices, timesheets, Owner deeds, and Owner contact forms between the On-site office and the Agent.

Invoices and Disbursements: NM shall review and approve invoices associated with the NM’s assigned neighborhoods, in accordance with approved the budget. The NM shall forward the approved invoices the SSM for review and approval. The SSM shall forward all approved invoices to the ME for processing. The Agentshall pay all Association expenses in accordance with the budget and approved invoices. Note: Checks are processed and signed in Honolulu. No checks are processed on Maui.

Owner Payments: NM shall ensure that Owners are advised of and adhere to the Owner Payment Process Rules.

Budget Preparation: NM shall provide an annual report on the status of Common Areas, Reserves, and Proposed Projects in the NM’s assigned neighborhoods to the SSM 160 days prior to the end of the fiscal year. TheME is tasked with the annual budget and reserve budget preparation for submittal to the Board for review and approval.

Association Contracts: NM shall provide to the SSM the information necessary for the ME to negotiate and prepare contracts for Association Property-related services for the Board’s review, approval, and signature.

Record Retention & Maintenance: NM shall be responsible for the retention and maintenance of records of the affairs of the Association and its Owners, in accordance with Record Retention & Maintenance Operating Protocols.

Meetings: The NM shall attend Board Meetings at the invitation of the Board. The NM shall assist the SSM in the preparation for the Association Annual Meetings. The NM shall attend the Annual meetings and shall assist the SSM and Agent with Owner sign-in, voting etc., and the closing of the meeting facility.

Administrative Services: The NM shall assist the SSM and coordinate Board-directed administrative On-site services, including but not limited to production and mailing of Board-directed and Owner correspondence.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: One location

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