TheOfficeManager, underthedirectionandsupervision ofthe Association ManagerandFirstService Residential is responsible for supervising the daily operation of the Association. This includes but is not limited to running the Association office, responding to residents’ requests in a timely manner, ensuring compliance with the Association’s governing documents, coordinating a maintenance schedule (daily/quarterly/annual)andworkingwith vendors.The OfficeManagerhours are Monday- Thursday 8:00 a.m.-1:00 p.m.
EssentialDuties& Responsibilities
The jobdutieslistedaretypicalexamples oftheworkperformedbypositions inthis jobclassification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
- AccountabilityforservicingcustomerswithafocusonthevaluesofFirstServiceResidential: Do What’s Right, Own It, ImproveIt,AimHigh,BuildGreat Relationships, andBeGenuinelyHelpful
- Mustmaintainregularandpunctualattendancetorequiredshifts,meetings,trainingsand related employment engagements to support position responsibilities and duties.Any alterations to required schedule must be reviewed and approved, in advance by your supervisor.
CommunicationwithHomeownersaboutBuildingorAssociationIssues
- Fosterawelcomingandfriendlyenvironmentforresidents,guests,staff,andvendors.
- The Office Manager is the central on-site contact for addressing homeowner questions andconcerns and will answer all incoming calls and emails on a timely basis.
- Communicate with homeowners about activities in the building, which may affect them viaConnect, Email, Phone, Posting signs in message board/bulletin board/elevator.
- Provideindividualizecommunicationstohomeownersaboutpertinentmatters.
- Ensurethaton-sitestaffandcontractorscommunicatewithhomeownersinaclearmanner.
ManageBuildingInformation
- MaintainallownerandrenterinformationinConnect.
- Distributememos,lettersandweeklyNewsletterviaConnect.
- Createaweeklyormonth-endreportasdirectedbytheAssociation Manager.
- Createweeklyprojectstatusreportforlong-andshort-termprojects.
- Maintainacalendarofbuildingactivity.
- Move-In, Move-Out Dates/Schedules:Coordinate move in of new tenants and support unit ownerinassistinglesseesastheyacclimatetotheAssociation,asperRulesandRegulations, electronic fob and garage card, etc.
- Maintain secure key entry system by keeping all key-records updated in the database and in the entry system.
- Ensurethatinformationutilizedbyotherstaffiskeptcurrent.
BuildingMaintenance
- Maintainanannualmaintenancecalendarandupdateasneeded.Reviewmaintenance check lists with the Association Manager.
- MaintainVendorList
- Gatherdetailedbids as directedbyAssociationsManagerorBoardformajornon-recurring projects or for requested changes in recurring vendor contracts.
- Coordinateday-to-daybuildingmaintenanceissueswithstaffand/orvendorsandmakesure that proper authorization for the job is acquired before starting project.
- WriteWorkOrdersforOn-SiteMaintenanceTasks
- Advisehomeownersonissuesofhomeownerversusassociationexpenses.
- Ensure cleanliness and condition of the building and the surroundings by walking the propertyinteriorandexteriorweeklyandinitiatingnecessaryactiontocorrectconditions.
- Ensurecomplianceandsafetyasitpertainstoallapplicableproceduresincludingbuilding safety and emergency procedures.
- Conductquarterlysafetywalk-throughsutilizingchecklistandcoordinateanyissueswiththe corporate Safety Committee.
- WorkwithAssociationManageronlargermaintenanceprojects.Communicatedeficiencies in need of attention.
ContactandAdviseContractorsServingtheAssociation
- Advisecontractorsofhomeownerversusassociationresponsibility.
- AuthorizeappropriateworkasdirectedbytheAssociationManager.
- MonitorcontractorcompliancewiththeRulesandRegulations
- Overseeworktoitssatisfactorycompletion.AdvisetheAssociationManagerwhennon- routine problems occur, or work is not satisfactorily completed.
FinancialManagement
- Submit charge forms to Association in a timely manner for charges and payments made byowners
- Reviewandapprovevendorinvoicesin Avid
- Understandandreviewmonthlyfinancialreports
- Understandtheannualbudgetandreserveplan
- WorkwithAssociationManagertoprovideinformationforannualbudgetingprocess
MiscellaneousDuties/Projects
- PlaceordersforsuppliesandservicesneededfortheAssociation.
- Createeffectivefilingsystemfortheofficeandsharedfiles.
- Createproceduresandformstosupportthe dailyoperationsofthebuilding.
- Workonmiscellaneousprojects,asnecessaryorasrequestedbyAssociationManager.
SecurityandCamera System
- Maintain secure key entry system and update key records in database and entry system. Knowhowtoprogramelectronickeyfobs/garagedeviceswithunitand/orresidentidentity. Be knowledgeable on how to disable, add, rename fobs and garage cards as needed.
- Orderadditionalfobsandgaragecardswellinadvanceofrunningout
- Ensureperformanceofcameramonitoringsystemandeducatestaffonsystemcapabilities. Record incident retrievals.
- Usecameraviewstoassistinmanagingthe buildingandadjustviewswhen necessary. Calibrate clocks on all cameras for accuracy.
- Prepareincidentreportsforincidentsthattakeplaceinthebuilding. Takepicturesofthe incident as soon as possible.
- Contactthesecuritycompanieswhennecessaryforsecuritysystemtweaking,andfor questions, requests, and additional training.
Meetings
- AttendmonthlyBoardmeetingsaswellastheAnnualmeeting.
- AssistwithpreparingBoardpacket.
- Postapprovedagenda.
- FollowupwithAssociationManagertocoordinateactionitems.
OverseeUnitLeasingCompliance
- DistributeLeasingRequirementspaperworktothosewhomaybemovingin.
- Communicatewithunitownersupondiscoveryofaresidentwhohasleasedaunitfroman owner who has neglected to submit required paperwork.
- Coordinatemoveinofnewtenant.
Education & Experience
- Associateorbachelor’sdegree
- PreviousAssociationManagement experienceorageneralunderstandingofCondo Associations
- Excel,OutlookandWordexperience
Knowledge, Skills &Proficiencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.Therequirementslistedbelowarerepresentativeoftheknowledge,skilland/orability required.
- Customerservicefocusedandunderstandsthevalueofasmileandpositiveinteraction.
- Abilitytoworkasateamandcommunicatewithfellowteammembers: AssociationManager, corporate support and vendors.
- Abilitytomultitaskandprioritizeduties
- Professionaldemeanorand collaborativeattitude
- Proactiveanddeadlineoriented
- Resourcefulanddecisiveinhandlingdailyissues
- Articulateandcancommunicateclearlyinwritingandverbally
- Superiorattentiontodetail,organizationalandfollow-upabilities
- Reliable,punctualanddiscreet
PhysicalRequirements/WorkingEnvironment
Thephysicaldemandsdescribedherearerepresentativeofthosethatmustbemetbyanassociate to successfully perform the essential functions of this job.
- Standing,sitting, walkingthroughout theproperty, abilitytolift/move upto30lbs.,useofa keyboard
Reasonableaccommodationsmaybemadetoenableindividualswithdisabilitiestoperformthe essential functions.Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
What We Offer As a part-time non-exempt associate, you will be eligible benefits to include your choice of dental plans, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for sick time off benefits and a 401k with company match.
Compensation: $30 an hour