Manager, Condo Owner Administration

Position Summary

The Manager, Condo Owner Association is a strategic partner to the regional and on-site leadership with regard to association issues and board elections, including the nomination process, development and distribution of limited proxies, and voting tabulations. The role is responsible for accuracy of resort and board communications to association ownership.

In addition, the role’s key responsibilities include:

• limiting the exposure of the Management Company and Associations,
• executing all tasks required for compliance with state/federal laws, and
• association governance for all managed associations that they are assigned within the MVW portfolio.

In achieving these responsibilities, the manager is responsible for the day-to-day management of an assigned portfolio of associations and is the subject matter expert in managing legal requirements related to information provided to Owners, i.e., audited financial statements, maintenance fee budgets, minutes of meetings, notices of meetings. The Manager is also the subject matter expert on the ownership/usage of Week 53, and maintenance weeks at all assigned resorts. This role also ensures that documents for new associations comply with Corporate approved templates and is also responsible for the timely and complete turnover of the association from the Developer to the Owners.

The Manager is also responsible for implementing an ongoing/evergreen training program on current association management practices for corporate associates and on-site resort leadership. The role is responsible for overseeing the consistency and timeliness of information provided to Owners and Board of Directors members, as well as ensuring that association meetings are governed appropriately. The Manager also oversees the preparation of the annual calendars of each assigned association, including the association’s board and annual meetings, the board of directors’ information packs, the association’s timelines/schedule, and the resulting meeting minutes. The timely preparation of the above-mentioned document as required or requested is a key deliverable.

Expected Contributions

For all their assigned associations, the Manager must:

• Assist with the legal review of documents for new associations, to include statutory and corporate approved template compliance.
• Provide input to and liaise with the MVW Legal department on the creation of new association documents.
• Research statutory, governing document and other regulatory agency requirements.
• Be the subject matter expert on association management.
• Maintain a master file for all association documents.
• Understand and execute the requirements for the turnover of an association from Developer to Owner.
• Regularly maintain the population of the Association Governance Team electronic file system containing association records, and monitoring for improvements as required.
• Manage and execute against each individual resort’s calendar for statutory requirements, e.g., mailings, meetings, Board information etc.
• Oversee the operations of parliamentary procedures for association meetings and ensure that meetings are governed appropriately.
• Manage voting tabulation and voting requirements for all associations.
• Facilitate training for resort management on operating compliant Board and Annual meetings as/when required, to ensure these meetings deliver on regional or onboarding requirements.
• Be a strategic partner for regional leadership and resort teams, and continuously evaluate, recommend and implement appropriate procedures that improve association management processes and resolve issues.
• Facilitate communications with association owners as requested by a General Manager.
• Manage required and non-required communications to association members.
• Attend association meetings as requested
• Lead or participate in special projects as assigned.

Candidate Profile

Education & Credentials

• College graduate or equivalent work experience in resort operations and/or association management.
• Notary license required (or willingness to obtain within 6 months of hire).
• Community Association Management (CAM) license required (or willingness to obtain within 6 months of hire).
• Applicable association manager’s license by state, where required (within 6 months of hire).

Experience

• A minimum of one to three years’ experience within the hospitality or timeshare industry.
• Demonstratable working knowledge of condominium and homeowners’ association governance, an advantage.
• Experience in contract review and an understanding of contract terminology.
• Experience conducting research to understand and explain local statutes and association documents relating to the operation and administration of community associations.
• Working knowledge of
  • budgets, reserve studies and reserve process, fiscal policies, and constraints is required.
  • rules and processes and procedures including rules development and rules enforcement procedures is required.
  • expenses related to mailing association documents is an advantage.

Skills/Attributes

• Ability to multi-task and maintain a level of calm and composure during periods of high stress.
• Excellent verbal and written skills; pro-active communicator.
• Develop and maintain relationships with key business owners and senior management.
• Extremely detail oriented and follow through; strives for excellence.
• Excellent organizational and time management skills.
• Strong analytical, decision making and problem-solving skills.
• Ability to analyze various association governance-related issues. 
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. 
• Strong written communication skills, reading comprehension skills, and thoroughness in completing work assignments. 
• Travel may be required.

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.