Description

Position Summary

The Director of Administration supports the General Manager with administrative operations of the association with a strong emphasis on financial management, budgeting, and insurance oversight.  This role is responsible for overseeing and managing the community assessment process, ensuring accuracy, timeliness, and compliance. Ensure that the MCA possesses a positive interaction with the community in alignment with the Meadows vision.

Key Responsibilities

Financial Management

• Responsible for overseeing accounting staff.
• Oversee the association’s financial operations, including accounts payable, accounts receivable, and reserve accounts.
• Review and analyze monthly financial statements, balance sheets, and income statements for accuracy and trends.
• Work closely with administrative accountant to ensure compliance with GAAP and association governing documents.
• Maintain accurate, itemized records of all receipts and expenditures, along with periodic statements for each member.

Budget Development & Oversight

• Lead the annual budget preparation process, including gathering operational data, forecasting expenses, and recommending reserve contributions.
• Collaborate with the General Manager to develop balanced and sustainable budgets aligned with the association’s strategic goals.
• Create and coordinate the preparation of assessment invoices and correspondence for all community property owners.
• Coordination and cooperation with all levels of government including Florida Statues 720, 718 and 617.
• Monitor actual spending against budget and provide variance analysis and recommendations.
• Assist in planning for capital improvements and long-term reserve funding. 

Audit

• Provide support during internal and external audits by preparing files, worksheets & reports and responding to requests.

Insurance Administration

• Manage the association’s insurance portfolio, including property, general liability, directors & officers (D&O), fidelity, and umbrella policies.
• Coordinate insurance renewals, coverage reviews, and policy updates with brokers and carriers.
• Ensure the association maintains adequate coverage levels consistent with governing documents and regulatory requirements.
• Assist with insurance claims management, documentation, and communication with adjusters and vendors.
• Provide risk management recommendations to protect association assets.
• Manage commercial and personnel insurance renewals from start to finish, including marketing, remarketing, and carrier negotiations.
• Review policies for accuracy and coverage consistency prior to binding and delivery.
• Provide professional, timely responses to requests and coverage questions.
• Coordinate and document insurance coverage required of long-term commercial operators.
• Proactively identify coverage gaps and risk exposures.

Other Responsibilities

• Serves as back up for employee benefits.
• Serve as primary contact for CINC Systems program implementation and staff training.
• Support special projects at the direction of the General Manager.

Requirements

Qualifications

• Licensed Community Association Manager (CAM).
• Bachelor’s degree in Business Administration, Finance, Accounting, or related field preferred.
• 3–5+ years of experience in community association management, property management, or financial management.
• Strong knowledge of budgeting, financial reporting, reserve studies, and insurance coverage structures.
• Experience working with HOA/Condominium governing documents and board governance.
• Experience with CINC or similar community management system which is being implemented at this association this year.
   

Skills & Competencies

• Advanced financial analysis and budgeting skills
• Strong understanding of property and liability insurance programs
• Ability to interpret financial statements and reserve studies
• Proficiency with property management and accounting software
• Legal agreements and contract supervision
• Finance – accounting background preferred