Assistant General Manager

Job Overview:

The Assistant General Manager supports the General Manager to meet Board goals and objectives and is responsible to ensure effective and efficient day-to-day operations of the association and staff. Additionally, the Director of Community Management is a continuous supporter of the vision and philosophies, and FirstService Residential's commitment to client, staff, and community. This position reports directly to the General Manager.

Your Responsibilities:

• Take resident calls and address/follow up on issues within one business day.

• Read and interpret Governing Documents and display a thorough understanding of the Civil Code, and Governing Document hierarchy and provisions.

• Produce requested letters, reports and projects by the General Manager (GM). for Board Packets in a clean, orderly, and professional fashion.

• Consistent use and maintenance of Connect.

• Consistently process and oversee all aspects of ARC application submittals, answer homeowner inquiries regarding the submittal process and coordinate review of ARC submittals with ARC members, local authorities, and 3rd party consultants.

• Facilitate all ARC review meetings, generate post-meeting minutes and all necessary post-meeting homeowner and consultant correspondences.

• Consistently update and maintain ARC applications, entries, reviews, notices of cancellations, and records in Connect and ensure all Association and Civil Code response timelines are complied with.

• Consistently provide GM with monthly ARC minutes and any supporting material for Board Packets and meetings as needed.

• Consistently update and maintain ("300 questions") in Connect.

• Consistently update and maintain enforcement & violation processing utilizing Connect.

• Produce requested violation letters in accordance with Civil Code, the house rules, CC&R's, and coordinate and manage all hearings, produce required materials for Board Packets in a clean, timely, and orderly professional fashion.

• Monitor and address resident violations as required.

• Consistently provide GM with a monthly report as needed in preparation for board packets and meetings.

• Consistently maintain contracts, community and neighborhood documents and all operating materials.

• Attend and participate in Board of Director and Committee meetings. Ensure accurate and concise Board meeting minutes are prepared and distributed in a timely manner.

• Sets up bid/request for proposal process and sends information to vendors and contractors and collates the bids/RFPs for Board approval process as required by GM.

• Transcribe and type documents and letters as required by the GM.

• Scan, email, file and maintain documents as requested by GM. and as required to meet FirstService Residential performance requirement tasks including overseeing the WIP drive and ADRC platforms.

• Update and generate any required Association and Management reports as required by GM.

• Coordinate all meeting logistics as required by GM.

• Assist G.M. with phasing/annexation and turnover process to include the collation and filing of associated documents.

• Prepares any resident information documents that require Board and or Committee approval, (i.e., Architectural Modification, homeowner variance requests, etc.).

• Work with Front Desk and Gate staff to issue residents access control information. Coordinate guest vehicle access and assist in updating resident information in the gate access system.

• Maintain an organized workspace.

• Complete company training as assigned, attend all mandatory company functions and adhere to First Service Standards of Operation including FirstService University courses.

• Must perform all Front desk/Customer Service Representative responsibilities as required.

• Ideal Candidate experience: Customer service, great communication, HOA Property Management.

• Ability to work under tight deadlines and consistently meet deadlines.

• Exhibit professionalism, professional attire, and demeanor at all times.

• Maintain reliable transportation to the community, if applicable.

• Ability to manage Buildinglink software and applications quickly.

• Demonstrates effective communication skills consisting of oral, written and listening skills.

• Demonstrates problem-solving abilities.

• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.

• Ability to multitask and work efficiently with periodic interruptions and unscheduled homeowner drop ins.

• Must be proficient with computer programs needed for the specific position including Microsoft Outlook, Word, Excel, and PowerPoint.

• Demonstrates organizational skills and ability to independently prioritize daily workload.

• Must work effectively with co-workers, residents, and vendors by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifiers, and; respecting the diversity of our workforce in actions, words and deeds.

• Other duties as assigned.

Skills & Qualifications:

• A four (4) year college degree, preferred

• Minimum 4 years' experience or more in property management.

• Experience with Architectural submissions.

• CMCA or equivalent preferred.

• Excellent general math skills

• Ability to define problems, collect data, establish facts, and draw valid conclusions

• Ability to determine next level involvement for problem resolution

• Ability to make decisions and solve problems creatively

• Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively.

Physical Requirements:

• Must be able to lift 25 lbs.

• Must be able to sit for extended periods of time

• Must have finger dexterity for typing/using a keyboard

• Talking and hearing occur continuously in the process of communicating with guests, associates, supervisors, vendors and our clients.

• Must be mobile enough to move around office in order to make copies, send mail and faxes

• Must be mobile enough to move around during facility programs or outside events and stand for long periods of time

• Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time

• Full time exempt position. Normal schedule to be determined based on needs of the client and community. There will be occasions when it is necessary to work various evenings, weekends, and holidays

• Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents and grease, machinery and their moving parts and dust.

• Consistent and regular attendance required

Supervisory Responsibilities:

• Yes

Schedule: Monday

• Friday, 8:30am

• 4:30pm. Schedule is subject to change based on business needs.

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions. Willing to relocate.

Compensation: $100,000 - $105,000 annually

DISCLAIMER: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

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