Director of Property Owners Association (POA)

Job Purpose

The Director of POA is responsible for the overall administration, operations, governance, infrastructure, financial oversight, and member relations of the Property Owners Association (POA). This position coordinates and monitors POA activities to ensure that governing documents, policies, guidelines, and procedures are properly implemented and complied with in a timely and consistent manner.

The Director serves as the primary liaison between the POA Board of Directors, property owners, vendors, contractors, and other stakeholders. The position works closely with the POA Board to facilitate and execute short- and long-term strategic goals while maintaining the high standards of The Ford Field & River Club.

Duties and Responsibilities

POA Operations & Governance Oversight

- Serve as the primary liaison between the POA Board of Directors and homeowners.

- Administer and oversee the day-to-day operations of the POA.

- Ensure compliance with POA governing documents, covenants, rules, regulations, and community standards.

- Issue violation notices and manage compliance and resolution processes.

- Conduct property inspections and community drive arounds to identify maintenance, compliance, and operational issues.

- Prepare board meeting materials, reports, and recommendations, including:

Compliance updates

- Capital project summaries

- Budget status reports

- Infrastructure and maintenance reports

- Vendor and contractor performance updates

- Maintain accurate documentation and reporting to promote transparency and accountability.

- Develop and maintain operational systems for tracking, numbering, reporting, and follow-up.

- Recommend policy and procedural updates to the Board when appropriate.

Infrastructure & Asset Management

- Maintain oversight of POA infrastructure and common assets, including:

Roads

- Drainage systems

- Lighting, including gas lantern maintenance

- Irrigation

- Common areas

- Other POA-owned or maintained assets

- Develop and maintain a prioritized capital improvement matrix with projected costs, timelines, and priorities.

- Coordinate engineering reports, inspections, assessments, and long-term repair strategies.

- Track deferred maintenance and develop corrective action plans.

- Identify future infrastructure demands associated with community growth, facilities, storage, and other operational needs.

- Oversee preventative maintenance programs and service schedules.

- Monitor the condition and performance of POA assets and make recommendations to the Board regarding repairs, replacement, or improvements.

Financial & Budget Oversight

- Assist the POA Board in preparing annual operating and capital budgets.

- Develop project cost estimates and recommendations for Board consideration and approval.

- Monitor POA expenditures and assist in maintaining financial accountability.

- Review invoices related to POA operations, maintenance, infrastructure, and capital projects.

- Identify cost-saving opportunities and potential revenue opportunities.

- Coordinate POA lot sales activities as directed by the Board.

- Monitor project costs and provide regular budget status updates to the Board.

Vendor & Contractor Management

- Solicit, evaluate, and review vendor and contractor bids.

- Negotiate contracts within established authority limits.

- Supervise contractors and vendors to ensure compliance with contractual requirements, schedules, budgets, and performance expectations.

- Maintain service schedules and preventative maintenance programs.

- Monitor contractor performance and address deficiencies in a timely manner.

- Provide written vendor and contractor performance evaluations.

- Maintain appropriate vendor records, contracts, certificates, and service documentation.

Member Relations & Communication

- Serve as the professional point of contact for homeowners and POA-related inquiries.

- Communicate POA policies, procedures, and community standards clearly and consistently.

- Promote a professional, respectful, and solutions-oriented culture.

- Respond to homeowner concerns and work toward appropriate and timely resolutions.

- Maintain effective working relationships with homeowners, Board members, employees, contractors, vendors, business professionals, and the public.

- Ensure that all members, guests, and co-workers are treated in a friendly and respectful manner consistent with the standards of excellence of The Ford Field & River Club.

Strategic Planning & Growth

- Assist the POA Board with short- and long-range planning.

- Identify future operational, infrastructure, and capital needs.

- Develop recommendations regarding capital improvements, maintenance strategies, and operational efficiencies.

- Evaluate potential opportunities for operational integration and efficiency between POA functions and other community operations.

- Assist the Board with special projects and strategic initiatives.

Qualifications

Qualifications and Experience

- Bachelor’s degree in a related field preferred.

- Community Association Manager (CAM) designation or similar certification preferred.

- Minimum of five years of experience in property management, construction management, land development, HOA/POA administration, facilities management, or a related field.

- Experience working in high-end, private, or master-planned communities preferred.

- Experience working with governing documents, compliance requirements, and enforcement procedures.

- Strong financial literacy, including budgeting, cost analysis, and project financial oversight.

- Strong knowledge of:

Residential construction and property maintenance

- Site development and drainage

- Infrastructure and asset management

- Contract negotiation and vendor management

- Capital planning and project management

- Highly meticulous and organized with strong attention to detail.

- Excellent verbal and written communication skills.

- Ability to establish and maintain effective working relationships with Board members, supervising personnel, co-workers, subordinates, business professionals, guests, members, contractors, vendors, and the public.

- Proficient in project management and administrative software.

- Valid driver’s license required.

Additional Responsibilities

- Maintain confidentiality of substantial amounts of information.

- Interact with highly placed individuals with directness, professionalism, and tact.

- Respond to emergencies with a calm demeanor and sound judgment appropriate to individual situations.

- Approach the job with a collaborative mindset and contribute effectively to the overall team effort.

- Generate clear, concise, accurate, and professional verbal and written communications.

- Create final-draft documents using correct grammar, punctuation, and language appropriate to the ideas being expressed.

- Listen attentively and effectively participate in individual and group dialogue.

- Address the demands of complex projects and prioritize responsibilities to meet deadlines.

- Multi-task and solve problems independently while exercising appropriate judgment.

- Assist in other departments and perform additional related duties and special projects as required.

- Understand and follow the policies and procedures of the department and The Ford Field & River Club overall.

Working Conditions

Works both inside and outside in the normal course of the workday. Position may require work during irregular hours, including evenings, weekends, and holidays, as operational needs require.

Physical Requirements

Position requires standing, stooping, bending, pushing, pulling, and occasional lifting of up to 50 pounds. Vision must be correctable to read and write. Hearing must be sufficient to understand conversations on the telephone and in potentially noisy environments. Must have sufficient hand usage to complete forms, operate a keyboard and mouse, and use standard office equipment.

Equal Standard of Service

All responsibilities are to be performed in accordance with the standards of excellence established by The Ford Field & River Club. The Director of POA is expected to consistently demonstrate professionalism, discretion, accountability, sound judgment, and a commitment to exceptional member service.

Direct Reports

POA Maintenance Manager