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RealManage · 2 months ago

Onsite Community Operations Manager (Talega)

San Clemente, CA

Full-time

Onsite

Mid Level

$80K/yr - $88K/yr

3+ years exp

RealManage is a company that specializes in the management of community associations with onsite staff. The Community Operations Manager provides operational, administrative, and analytical support to the Executive Director and General Manager in overseeing the Talega Master Association, focusing on governance operations, financial processes, and community relations.

Real Estate

Responsibilities

Prepare, format, and distribute Board packets, Budget & Finance Committee packets, and Neighborhood Delegate materials at least one week before meetings

Maintain and coordinate the annual master meeting calendar, including Board, committee, and Delegate schedules

Attend Board and Budget & Finance Committee meetings; prepare draft minutes within 48–72 hours

Maintain official governance records (agendas, minutes, exhibits, charters, committee rosters)

Support Delegate Meetings: agenda development, topic research, meeting facilitation support, attendance tracking, minutes, and action-item follow-up

Communicate regularly with committee chairs to ensure alignment with association procedures and directives

Process Accounts Payable for operating and reserve expenditures, including approval routing, GL coding, contract verification, and timely submission

Track reserve expenditures and maintain the monthly Reserve Project Tracking Schedule

Maintain Smart Property reserve software, including asset lifecycle updates and project progress entries

Monitor daily cash balances for all TMC and TLC accounts and report irregularities

Maintain investment logs; ensure compliance with investment and reserve policies

Prepare and route reserve transfer documentation and support monthly reconciliation

Maintain and update the delinquency list. Support communication with owners, corporate collections, and external collection firm regarding balances and payment plans

Conduct financial analyses as assigned, including forecast support, project cost tracking, and variance reviews

Maintain schedules of insurance policies, renewal dates, and certificates of insurance

Track vendor contracts, expiration timelines, deliverables, and insurance requirements

Manage the Association’s e-file system, including resolutions, legal documents, minutes, and disclosures

Update CiraNet (Owner Portal) with current documents, calendars, charters, and forms

Prepare Annual Budget Disclosure Package (formatting, proofing, distribution, and posting)

Coordinate with auditors and accounting teams for annual audit and tax filings

Support Reserve Study preparation and coordinate with reserve specialists

Maintain all election-related documentation (candidate forms, ballots, required notices)

Track accidents, incidents, and risk-related reports

Use association and company platforms (CiraNet, Smart Property), Microsoft Office, and internal RealManage systems for all job duties

Ensure accuracy of owner accounts, vendor files, and reserve data

Assist staff and committees with access, system navigation, and document retrieval

Maintain professional communication with homeowners, committees, vendors, City staff, and business partners

Represent TMC with professionalism and diplomacy in meetings and community settings

Perform additional tasks, project assignments, and operational support as directed by the Executive Director, General Manager and/or Board

Qualification

CMCA certificationCCAM certificationCommunity association managementMicrosoft Office proficiencyFinancial statement understandingCommunication skillsOrganizational skillsWork independently