The Property Operations Manager is responsible and accountable for the core elements of property management within a residential community setting. This role involves ensuring strict compliance with Homeowners Association (HOA) regulations, managing financial administration including service charges and budgets, overseeing maintenance and operations of common areas, handling security and safety protocols, and serving as the primary communication bridge between the HOA Board, residents, and service providers.
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Specific Job Responsibilities
1. Governance and Compliance
- Enforce compliance with the HOA’s Design Framework Manual, including guidelines on construction, property modifications, and overall aesthetics.
- Ensure homeowners and residents adhere to community rules, by-laws, and policies.
- Communicate policy updates, violations, and enforcement actions professionally and consistently.
- Maintain accurate documentation on governance, compliance, and homeowner correspondence.
2. Financial and Administration Management
- Oversee the collection of service charges and ensure timely remittance and accountability.
- Support budget preparation, expense tracking, and financial reporting in collaboration with the HOA.
- Maintain robust administrative and financial records for transparency and audit readiness.
- Manage procurement processes including quotations, vendor contracts, and payments within approved budgets.
3. Operations and Maintenance
- Plan, oversee, and evaluate maintenance activities for common areas, including landscaping, roads, drainage, and recreational facilities.
- Coordinate scheduled maintenance, repairs, and improvement projects with vendors and contractors.
- Ensure waste management systems are effective and environmentally compliant.
- Supervise support staff (gardeners, cleaners, and maintenance teams) and monitor their performance.
4. Security and Safety
- Manage the estate’s security operations including access control, personnel oversight, and incident response.
- Conduct regular safety audits and ensure the implementation of risk mitigation measures.
- Liaise with local authorities and emergency services for safety coordination and compliance.
- Review and enhance community lighting, surveillance, and safety infrastructure.
5. Stakeholder Liaison
- Serve as the principal liaison between the Vendor, HOA Board, residents, and service providers.
- Foster transparent and professional communication with homeowners through notices, newsletters, and meetings.
- Respond to residents’ concerns promptly, promoting a cohesive and harmonious community.
- Support the HOA Board by organizing meetings, recording minutes, and ensuring timely follow-up on resolutions.
Educational and Collateral Requirements
- Education: Diploma in Property Management, Estate Management, Facilities Management, Business Administration, or a related field from an accredited institution. A bachelor’s degree in a relevant course will be an added advantage.
- Experience: At least five years’ progressive experience in property, facility, or estate management within a gated or residential community setting.
- Expertise: Strong understanding of HOA governance, estate operations, and service charge management.
- Management Skills: Proven ability to manage budgets, contracts, vendors, and multiple operational workflows.
- Soft Skills: Excellent communication, interpersonal, and problem-solving skills.
- Integrity: High integrity, discretion, and demonstrated ability to manage diverse stakeholders effectively. The fiduciary responsibilities call for demonstrated utmost integrity, being a self-starter, and a mature individual.
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