What Is Community Management?

If you’re considering moving into a managed residential community, a community manager yourself, or sitting on an association board, having a deep understanding of community management is essential.

The role of a community manager is far beyond simply taking care of a property; it also includes cultivating a peaceful environment where residents feel valued, facilities are maintained, and operations are smoothly conducted.

As a property management company, we understand the nuances of community management and the role of a community manager.

We’ll break down what community management really entails, who they serve, and how they play a significant role in long-term value and livability of a neighborhood or complex.

Why is Community Management Important?

Community management is the professional and administrative oversight of the shared residential space, such as complexes, apartments, HOA (Homeowners’ Associations), COA (Condominium Owners’ Associations), and resort-like communities.

A community manager is the person entrusted by the community to run the whole system effectively. A community manager does not work at the apartment level.

Instead, they work on behalf of the entire community, maintaining shared spaces, facilitating collaboration, and ensuring rule enforcement between the board members and the service providers.

Community Management System: The Role of a Community Manager

Community managers primarily handle the collective needs of the community, not a single apartment. Their set of roles includes:

1. Community-Wide Oversight

The responsibility of a community manager is to make sure that common areas, amenities, landscaping, security, and other services are timely maintained and functioning. They work on a macro level instead of micromanaging. They may manage:

• Swimming pools

• Parks and walking trails

• Clubhouses

• Entry gates and lighting systems

• Gym facilities and parking lots

2. Board Collaboration

Community managers report to and consult with the association board; they don’t operate solo. The board is typically made up of elected residents who handle key financial and policy decisions.

The community managers also provide expert insight into execution, enhancement, and day-to-day management.

3. Rule Enforcement

Community managers make sure that all community bylaws, rules, and covenants are properly followed. A part of their job is to enforce all the rules and regulations fairly and consistently.

However, a great community manager prioritizes building a respectful and cooperative culture to encourage residents to understand the rules and follow them to foster a healthy community. The rules they enforce are:

• Noise Policies

• Pet Restrictions

• Parking Rules

• Exterior maintenance requirements

• Landscaping

Everyday Community Management Examples

As we discussed, community managers work on a macro level, but that still entails day-to-day responsibilities. A good community manager knows how to multitask, effectively communicate, and adapt under pressure instead of losing composure.

1. Maintenance of Shared Facilities

The community manager’s job is to arrange regular landscaping, pest control, pool cleanings, and lighting repairs. They have to make sure everything is clean, safe, and functioning properly.

2. Service Provider Coordination

Another key responsibility of a community manager is to oversee third-party providers who handle everything from security to janitorial services. They must ensure quality, vet vendors, and negotiate contracts while taking care of budget constraints.

3. Budget and Financial Oversight

Community managers help to draft and oversee the community budget. They also manage reserve funds and assist with financial reporting. A significant portion of their job is financial management. Working alongside the board, they:

• Track maintenance and utility costs

• Identify cost-saving opportunities

• Collect dues and fines and properly allocate them

• Plan for long-term capital improvements

4. Communication and Resident Engagement

A good community manager is the information hub for residents and is an excellent communicator. It's their responsibility to provide timely updates.

5. Community news

They send newsletters, manage community portals or apps, and facilitate regular meetings to maintain transparency and build trust with residents.

6. Balancing Challenges with Leadership

Community management isn’t without its challenges. A community manager might face:

• High resident expectations

• Difficult personalities among the residents and board members

• Tight budgets and limited financial flexibility

• Unreliable and unresponsive vendors

In the face of chaos, a great community manager demonstrates diplomacy, resourcefulness, and accountability.

What Makes a Great Community Manager?

A good community manager knows that the scope of their job is not just to manage physical space but also to manage relationships, expectations, and the quality of life for every resident.

Other qualities that make a good community manager stand out among others are their excellent communication skills, conflict resolution skills, strong organizational abilities, attention to detail, financial literacy, leadership, and empathy.

The job needs someone who can work with residents, board members, and service providers, while also juggling multiple ongoing projects and de-escalating disputes.

A great community manager must cultivate a sense of community and cooperation, identifying maintenance needs while managing budgets and ensuring the long-term financial health of the community.

Conclusion

Community management is not just taking care of the complex, it is a form of stewardship. A great community manager plays a vital role in the daily lives of the residents and the overall management of the building.

This article summarized the roles and responsibilities of a community manager as well as talked about the rights of residents, when it comes to community management.

Before making a decision, it's wise to inquire about the community manager’s approach. If you need help navigating the process, we’re here to support you.