FirstService Residential

Description

Job Overview:

The Assistant General Manager serves as assistant to the General Manager (GM), reports directly to the General Manager and acts on behalf of the General Manager during absences. The Assistant General Manager performs a variety of highly responsible managerial and administrative duties in direct cooperation with the General Manager in all aspects related to the operation of the Association Office, in support of the Board of Directors and with selected committees. The Assistant General Manager performs those duties which are required to conduct business in all phases of operations within the Association Office and for the Association including but not limited to those functions listed below. The Assistant General Manager ensures confidentiality between the Board Members, Homeowners, FirstService Residential staff and the Builder.

Compensation:$70,000.00-80,000.00K/yr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Job Responsibilities

General Duties:

• Be knowledgeable with all operations of working in an HOA
• Governing Documents (Civil Code, Bylaws, CC&Rs, Articles, Rules and Regulations)
• Budgets
• Board of Directors and member meetings
• Election procedures
• Proficient with computers and in the use of Microsoft Word, Excel, Outlook, Adobe pdf, and other applicable software related to the functions of the office
• Have knowledge of the facility and use of amenities
• Lights, fountains, audio/visual systems, fans, heating/air
• Security System; including fire and safety
• Pool Equipment
• Gate/Door Entry systems and Gate Visitor Pass program

Board and Committee and Homeowner Support

• Acts as minutes secretary to the Board of Directors at monthly and organizational meetings, prepares and distributes meeting minutes, organizes all materials for the monthly board meeting binder for final approval by the GM and ensures that the board binders are copied and distributed according to schedule.

Supports designated Committees and acts as liaison between committees, Board of Directors, homeowners and Management. Assists residents with special requests, evaluating the merit of these requests and working with them to reasonable solutions wherever possible.

Office Administration/Project Management

• Train in business writing and prepares correspondence as needed or requested.
• Prepares bids, spreadsheets and organizes vendor support material for presentation. Follows up on required documentation from selected vendors to ensure documentation is on file prior to vendor services.
• Prepares violation letters at the direction of the GM (based on community inspections) and performs community inspections at the direction of the GM, if necessary. Prepares and sends Notice of Hearing and Hearing Results letters within the required timeframes.
• Date and time stamp incoming correspondence and mail. Responsible for general correspondence, tracking correspondence and follow up on requests.
• Reviews invoices for accuracy, codes invoices for accounting purposes and complies with FirstService Residential’s accounting processes.
• Oversees and directs all major mailings (i.e. annual disclosure materials, election ballots, special mailings, etc.).
• Assists GM with election meetings and attends other meetings as directed.
• Website Updates: uploads new information to the community website (i.e. forms, minutes, committee listings, resident directory); ensures the website data is current and accurate, acts as liaison with website developer for updates or changes per the Communications Committee’s request.
• Manages gate access control procedures and post orders. Reviews daily reports and concerns from the gate personnel and addresses issues of concern. Reviews log of monthly parking issues and issues violation letters as needed.
• Verifies and approves office supply orders. Ensures office supplies are replenished, and appropriate materials are ordered for special jobs.

Maintenance Oversight

Reviews the monthly maintenance reports and evaluates the needs for special assignments and/or projects. Ability to recognize maintenance items, janitorial requirements and other repairs needed within the community common grounds.

Other Essential Duties

• Answer telephones professionally and with a smile
• Organization of work load, setting priorities for time management and completing projects with minimum direction
• Price queries as directed by the General Manager
• General errands including but not limited too; buying postage stamps, sending postage, purchase miscellaneous items for the Association at the General Manager’s direction
• Assist in interpreting, administering, and enforcing all rules, regulations, and policies as established by Board of Directors
• Have knowledge of how to handle sign-ups for events, classes, excursions, etc.
• Answer various questions that residents may have regarding facility usage and events
• Assist management in setting up events as needed
• Report and log any issues or concerns residents may have to management
• Report and log any issues or repairs to Facilities Coordinator
• Prepare and distribute incident reports when required
• Evaluate facility for neatness and report to Facilities Coordinator
• Perform opening and closing procedures, when required
• Cover, as needed, during mandatory breaks and lunches
• Performs other duties as assigned by General Manager.

Skills & Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Oral /Written Communication Skills

Must be able to converse with homeowners in a clear, concise, understanding and sensitive manner. Must be able to write basic letters and professional letters. Must be adept in one-on-one communications and have superior telephone demeanor/skills. Must be an attentive, aware listener, and must have the ability to be firm at times and flexible at other times and to recognize the appropriate time for each.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively to homeowners, vendors, contractors and other visitors

Math Ability

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers,

common fractions, and decimals.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Physical Requirements & Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around within the office and throughout the venue.
• The vision requirements include ability to adjust focus; depth perception, peripheral vision, color vision, close and distance vision.
• There are times when employees may be required to work hours outside of, or in addition to the scheduled working hours based on events and business needs.
• Supervisors schedule according to the needs of the client and provide as much notice as possible whenever there is a requirement to reschedule. FirstService Residential considers schedule preferences however business needs may require necessary schedule changes.
• Consistent and regular attendance required.
• The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibility

• Supervises on-site front desk and administrative staff. Creates the monthly employee schedule and reports employee hours worked to the Corporate Human Resources Department for pay period earnings and total monthly hours worked.
• Stays current with legal requirements pertaining to personnel and maintains timecard records.
• May perform interviews in the hiring process at the direction of the GM. Provides positive motivation to the entire team.

Tools & Equipment Used

• Valid California Driver's license including State mandated vehicle insurance
• General office equipment.

Certificates (provided By Association)

First Aid

CPR

AED

What We Offer

• Medical, dental, and vision plans (full time and part time 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.

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