Executive Director of Village of WestClay Owners Association

Carmel, Indiana

The Village of WestClay (VWC), a vibrant planned community of approximately 5000 residents in Carmel, Indiana reflecting the principles of New Urbanism, is seeking an Executive Director of the Village of WestClay Owners Association (VWCOA). The Executive Director provides strategic leadership and hands-on direction to the staff inspiring them to provide outstanding service to the members. The position reports to the Board of Directors for effective and efficient financial, operational and administrative management of the Association.

Essential Duties:

Prospective candidate must have past property management skills and experience while comprehending with total focus on the following key elements:

• Plan and direct the work of the VWCOA with the Controller to ensure proper maintenance and care of the Village assets.
• Analyze the Reserve Budget, annually inspect all Village assets and determine which asset expenditures are to be upgraded versus the proposed Reserve schedule.
• Prepare and report these annual expenditures to the Board of Directors and Finance Committee and execute the final maintenance to the staff.
• Direct all bidding, procurement, and contract procedures.
• Oversee Village-wide development and land use issues ensuring compliance with all appropriate governing documents.
• Serve as the primary liaison and interface directly with all VWC committees.
• Assist the President in recruiting new Members to serve on Village Committees.
• Prepare agendas for all Board and Committee meetings and draft minutes for approval, working in cooperation with the Board Secretary for board meetings.
• Serve as the primary liaison to and promote good working relationships with surrounding neighborhoods, the City of Carmel and Hamilton County with strong focus on the Carmel City Street Department.
• Promote proactive and informative communications to the Members, including presentations related to financial and operational performance at the VWCOA Annual Meeting.
• Act as the liaison to the Architectural Review Board and Village Architect and assist in the review and approval process ensuring all Guidelines and Covenants are followed.
• Maintain the monthly dashboard measuring the key metrics of the Village with the staff.
• Ensure all social events are sponsored and funded each year.
• Ensure swimming pools are open and fully function during pool season.
• Coordinate with the VWC Controller and has an understanding for the annual budget, the annual reserves for Village and Townhomes, and the monthly interim financials.
• Assist the Controller in the collection of delinquent accounts.
• Reviews contractor bids versus projected budget and reserve expenses.
• Monitor the capital expenses and ensure the Reserve Study is guiding future capital expenditures.
• Ensure all Village processes are recorded and reviewed annually.
• Ensure all Human Resources policies and procedures are followed, and annual merit reviews are held with each staff member.

Key Attributes / Job Qualifications:

• The position reports to the Board of Directors
• Ability to plan, initiate and properly execute programs and initiatives (previous project management experience a plus)
• Management style that promotes competence, courtesy, collaboration, and effective communication
• Customer service orientation–must be both responsive and decisive
• Advanced knowledge of architecture and construction
• Prior experience running a highly complex organization preferred
• Skillful negotiator particularly with respect to large procurement contracts
• Strong leadership and creative problem-solving skills
• Financial acuity
• Excellent communication skills—both oral and written
• Bachelor’s degree in business or a related field
• Competency in using Microsoft Office products
• Knowledge of Quick Books preferred