Owner Relations Manager

DoubleTree by Hilton Ocean Point Resort, a Colwen Hotels property, is seeking an Owner Relations Manager to ensure the portfolio of condo units is managed and maintained to industry and company standards, and adhering to the condo documents and by-laws. You will partner with housekeeping and maintenance teams that will provide best-in-class care.

Colwen Hotels is a hospitality group built on hard work, character, and authenticity. We cultivate ideas and empower individuals to bring forward-thinking concepts to life to enrich guest experiences. Staying ahead of the curve has made us who we are today and we strive to keep our ideas fresh. We currently have 40 hotels in our portfolio operating across 10 states. With our continued growth and project pipeline, we are able to provide our associates with exciting career advancement growth and opportunities.

General Responsibilities:

• Work closely with the Hotel Operations, the Associations, and the Board of Directors to operate the community in conjunction with the hotel, facilitate solutions to problems, and communicate effectively with condo boards, owners, and the hotel team.
• Maintain constant contact and communication with owners and/or tenants by providing relevant information via meetings and memorandums for rules & regulations, security recommendations, and scheduled maintenance that may affect owners.
• Review and maintain homeowner’s logs and rosters. Provide updated lists to the front desk, valet, and beach team. Update new information regularly.
• Communicate with private unit owners as needed to answer questions and resolve issues.
• Review the OPCA and OPMA bank accounts, on a daily basis, to see if any wire transfers have been received – if any ONR wire payments are received, open ONR and see details of who sent payments. Manage owner dues and escrow balances.
• Deposit all check payments received, for OPCA and OPMA.
• Post all owners' payments received, via check and wire transfer.
• Reconcile Bank Accounts with each Association’s Account on SAGE and update information.
• Send out meeting notices in compliance with governing Florida Statutes.
• Manage ONR – the platform we use to send out information to owners. Regularly send news to unit owners via ONR or batch e-mail, depending on the communication as directed by OPCA or OPMA.
• Understand and enforce all condo documents and by-laws, rules, and regulations of the building.

Quarterly Hotel Rental Distribution:

• Review one by one each unit’s rental distribution form and correct any errors.
• Keep each unit’s vendor information, such as vendor form, ACH or payment information and W9.
• Once payments have been processed, send individual emails, to each unit owner, with the Distribution detail for their unit and Sales/Revenue team recap for the quarter.
• Keep track of escrow charges and do quarterly reconciliation with accounting.
• Assist owners participating in the rental pool with reservations to utilize their units and track usage.

Other Duties Include:

• This position reports to the Condo Boards with a dotted line to the Hotel General Manager.
• Verify owner packages are picked up in a timely manner.
• Attend all OPCA and OPMA meetings, take minutes and prepare meeting minutes after each meeting. File all documents, upload minutes on ONR and if needed, mail and e-mail any information to unit owners.
• Provide Architectural Modification forms to any GC hired by a unit owner. Review form before passing to the OPCA, create document for the City and meet with GC to go over rules.
• Fill out Condo Questionnaires when requested by Banks/loan companies. Fill out Estoppel letters when requested by Title Companies.
• File with the City the Annual residential form (usually in May).
• Help the Condo Board keep track of any illegal rental activity and work closely with the legal team.
• Maintain and audit keys for all private units on a regular basis.

Requirements:

• A minimum of 5 years of experience in residential condominium management is required.
• High school diploma or equivalent degree, Associate or 4-year preferred.
• Licensed Community Association Manager (LCAM) required.
• Must have basic understanding of structural, electrical, mechanical, and plumbing systems of a high-rise building.
• Must be familiar with Florida statutes governing condominiums.
• Multilingual preferred. English, Russian and/or Spanish a plus.
• Proficient with Microsoft Office and Accounting systems.
• Ability to manage a team of field staff.
• Valid driver’s license required.

We’ve got you covered: Benefits & Perks:

• Medical Insurance with Company-Funded HRA
• Dental Insurance
• Vision Insurance
• Flexible Spending Accounts
• Wide-Array of Supplemental Insurance Offerings
• Paid Time Off programs

EOE M/F/D/V