Subdivision Maintenance, Turnover and Conveyance Head

Job Summary

• Overall management to ensure proper and efficient HOA Formation, Billing and Collections, Operations and maintenance of FLI projects through a Property Management company, including RFOs and Projects.
• Assist in establishing and driving the proper implementation of processes for the Business Unit to achieve its Project Completion, Conveyance/ Turnover and Donation Targets.
• Maintenance and operations of HOAs to ensure smooth transitions and turnover of projects to HOAs through Conveyance.
  
  
  

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

As SMTC Head, his/her key roles are the overall management of the SMTC department in terms:

HOA Registration and Operations, Association Dues collection, Subdivision Maintenance, RFO Maintenance and Conveyance/ Turn Over/ Donation of the HOA.

He/ She is also directly responsible for the following personnel: SMTC Specialists (Subdivision Administrators), Collection Staff, Accounting Staff and Conveyance/ Turnover/ Donation Staff.

Details of the scope of above-mentioned functions are as follows:

A. On HOA Registration and HOA Operations

• Application and processing of all projects approved by management for HOA Registration from DHSUD Registration, BIR Registration, securing of Business Permit, Bank Account Opening and all other related permits and documentation
• If needed or mandated, computation and assessment of the association dues for HOAs for Registration
• For clarity, all relevant documents and or information pertaining to the project will be coming from the Business Unit, all required DHSUD forms will be supplied and filled by the SMTC, including the review of the applicable by laws and other related documents.
• Securing and renewal of Business Permits and all other related permits required for regular renewal
• Compliance on all DHSUD, BIR and DENR regulatory reports as mandated
• As authorized and as specified compliance of all DENR and LLDA (if applicable) mandated regular reports and ensuring the regular accreditation/ seminars of the assigned personnel for each project
• Coordination and preparation for all related homeowners meetings, AGMM, Elections and other mandated gatherings as required by law
• Accurate and updated maintenance of records of lot owners such as contact details and addresses to serve as reference in HOA registration and collection including preparation of individual buyers folders to record notices, violations, complaints and other transactions for record purposes
• Maintenance of all HOA transaction records not limited to reports submissions, board resolutions, AGMM or BOD minutes of the meetings and all relevant transactions
• Maintenance of a complete set of the HOAs permits not limited to DHSUD issued project permits, Building Permits, Occupancy Permits, As Built Plans, ECCs etc.
• Processing and refunding of Constructions Bonds whenever applicable for the project.
• Review and approval of construction applications and processing of refund applications subject to deductions based on policies
• Managing and regular review of all existing and current contracts under the HOAs not limited to security contracts, grass cutting, manpower agency contracts etc.
• Management and regular review of the financials of the HOAs not limited to associations dues collection status, cash position, payables, assets and processing of payments to suppliers.
• Ensure collection of the membership fees upon unit turnover or whenever applicable based on current policies
• Processing of LGU required payments not limited to RPT of Non-Saleable Lots, Business Taxes and other required payables
• Assist in all homeowner-elated matters.
  
  
  

B. On Association Dues Collections

• Regular review of the association dues rates in order to establish its accuracy, efficiency and consideration of current economic factors
• Ensure collection efficiency targets are met as required to ensure financial viability of the HOA or as set by management this includes collection from Occupied Units, Un-Occupied Units, JV Partners and FLI Unsold Lots
• Ensure that collection notices/ reminders are regularly sent tracked and monitored
• Ensure that list of delinquent accounts are regularly declared as per the By Laws
• See attached Association Dues Target as of this date
  
  
  

C. On RFO Units Un-Sold and Not Yet Turned Over and Model Units

• Maintenance and key custodian for Un-Sold and Sold But Not Yet Turned Over RFO units
• Responsible for Unit Maintenance and Upkeep
• Responsible for regular reports of unit count, upkeep status and occupancy report or any other information that maybe required by the Business Unit
• Ensure that the RFO Units are occupied by Illegal Settlers
• Systems tagging of occupied as maybe required by the Business Unit not limited to Tagging of Occupancy Status in the TMO
• Trigger and request repairs as needed
  
  
  

D. On Subdivision Maintenance and other related functions

• Maintenance and Upkeep of Roads, Village Entrances, Amenities, Landscape and Open Spaces etc as assigned
• Management of Manpower Utility and Security Guards as assigned
• Coordinate with PD and prepare request for materials, services and equipment as necessary
• Review and approval of Buyer plans on constructions, improvements and or renovations. Ensure compliance upon execution and impose sanctions or penalties as necessary.
• Implementation of Master Deed and Declaration of Restrictions, Subdivision House Rules and Regulation, and House Design and Construction Guidelines.
• Application of Utilities and Facilities as directed by the Business Unit.
• Overall project security and coordination with Security and the LGU for all security or community related concerns if necessary.
• Assist in all Permits, LGU, HDMF related inspections as required and attend to the concerns if any
  
  
  

E. On Unit Turnover to Buyers (In coordination with CFD)

• Initial inspection and punchlist of the unit qualified or tagged for turnover
• Thereaffter endorsement to Contractor (if Under Warranty) if not for endorsement to PD for action by PCM or RTOU whichever is applicable.
  
  
  

F. On Conveyance and Turnover, Donation to LGU;

• If the project is qualified and as directed by the Business Unit initiate the Turnover/ Conveyance to the HOA by initiating discussions and scheduling of the corresponding next step such formation of the election body and the elections thereafter.
• Preparation and coordination with Legal together with the Business Unit on all the corresponding standard legal forms and documents (MOA, Turnover Document) related to the Conveyance/ Turnover to the HOA. For clarity all related project information and documents will be coming from the Business Unit
• Coordination with FLI Asset and FLI Accounting and other related department in relation to the assets and advances of the HOA subject for turnover.
• Preparation of all HOA Operations related items/ matters for turnover not limited to: financial records and bank accounts, finances assets, permits, board resolutions, notices and other pertinent documents related to HOA Operations
• On Donation of the projects non saleable lots to the LGU for projects approved for Donation, initial discussion on the requirements and process as these varies per city/ municipality, thereafter preparation of the said forms and documents in coordination with Legal and the Business Unit. All standard Donation forms will be coming from the SMTC while all project related information and documents like the valid COC will be coming from the Business Unit.
• On Donation of the projects non saleable lots to the LGU, assist the Business Unit and Permits for all site related concerns, repairs inspections etc as may be needed.
  
  
  

G. Other tasks:

• Submission of regular reports as maybe required by the business unit
• Act as liaison between the HOA, Community between FLI or vice versa to resolve issues.
• Handle and manage HOA-related issues, concerns, complaints and cases in coordination with concerned departments.
• Other tasks that maybe assigned from time to time
  
  
  

Qualifications

• 5 10 year experience as Property Management Head or In Charge of General Operations
• Experience in HOA Conveyance to Residents and project COC and Donation to the LGU
• Experience in dealing with DHSUD, LGU, DENR and advance knowledge in Permits Application
• Extensive knowledge in Property Management, Legal background or expertise would be a relevant additive factor.
• Trainings/ Seminar on DENR related reports and Submission
• Advance knowledge and actual experience in implementation of DHSUD IRR and Guidelines in relation to HOA Registration and Operations