Assistant General Manager

Job Title: Assistant General Manager

 

Reports To: General Manager

 

Location: San Jose, CA

 

 

JOB SUMMARY

 

To be an active leader and supporter of Homeowner’s Association vision and philosophies, and FirstService Residential's commitment to client, staff and community. The expectation for this individual is to support the General Manager to meet Board goals and objectives with respect to asset management. Additionally, to ensure effective and efficient day to day operation of the community’s facilities and operation. This position reports directly to the General Manager.

 

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

 

Community Enhancement & Maintenance

• Ensure common areas, landscape and recreational facilities are maintained in excellent condition
• Provide oversight for regular and ongoing inspections of all parks and facilities for repairs, maintenance and improvements.
• Ensure subcontractors’ adherence to specifications and that work is completed in accordance with Association contracts
• Assess and monitor community needs: identify opportunities for improving service delivery methods and procedures
• Oversee the Janitorial Team in conjunction with General Manager to ensure that all amenities and facilities are maintained at an optimal level.
• Oversee Front Desk Staff in conjunction with the General Manager to see that they provide superior customer service to the residents; and that the facilities are maintained at an optimal level.
• Monitor vendor performance against contracted scope and propose bidding or scope adjustments in accordance with Board Policy
• Collaborate with consultants and committees to maximize aesthetic appeal and minimize costs / risks
• Prepare and deliver evaluation measurement for vendors and amenities including recommendations for any corrective action

Daily Operations

• Ensure that all associates provides superior customer service to the residents; and that the facilities are maintained at an optimal level.
• Ensure adherence to association policies and procedures, and compliance with corporate, civil code, state and federal obligations and governing documents.
• Manage homeowner work orders, ensuring timely conclusion and follow up
• Manage landscape, custodial, pest control, maintenance and repair and other vendors via daily community inspections
• Document and report resident complaints and reports of nuisances to the General Manager.
• Administrative tasks to ensure the smooth operation of the office, including but not limited to, handling of correspondence, phone calls and scheduling
• Preparation and distribution Board Meeting agendas, notices, reports and other documents required for monthly board and annual meetings
• Maintain vendor files and insurance certifications
• Prepare and monitor non-compliance letters, hearing, and decisions notices to Owners
• Update the following profiles, including but not limited to, Association’s BuildingLink and/or Connect Profile, Annual Calendar, Contracts Schedule, SharePoint
• Manage correspondence with Residents and Vendors through email, telephone, or U.S. mail.
• Draft Weekly Updates to the community
• Assist with front desk coverage

Leadership & Strategy

• Proactively identifies areas of improvement and makes recommendations to improve the operations.
• On-site visibility
• Work closely with the General Manager and Board of Directors to plan and implement the strategic plan, goals and objectives
• Display a working knowledge of the governing documents for the purposes of initiating additional opportunities within the appropriate legal structure and causing implementation for the good of the community
• Support in the supervision and leadership of on-site vendors
• Support in providing community leadership and guidance to ensure that the needs or desires of the homeowners are being addressed
• Assist in annual budget preparation and ensure adherence to association budget
• Participate in reviewing policies on an ongoing basis to ensure compliance with civil code,declaration and other requirements of governing institutions
• Attend all company mandatory functions
• Comply with company policies and procedures
• Act in the absence of the General Manager

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards
• Conduct business at all times with the highest standards of personal, professional and ethical conduct
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines
• Ensure all safety precautions are followed while performing the work
• Follow all policies and Standard Operating Procedures as instructed by Management
• Perform any range of special projects, tasks and other related duties as assigned

Supervisory Responsibility

• Yes

Education & Experience

• Bachelor’s Degree preferred
• Minimum 5 years experience in a service related industry, preferably Community Management

Knowledge, Skills & Proficiencies

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.

• Must work effectively with co-workers, client, residents and others 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 respectable identifier; and respecting in the diversity of our workforce in actions, words and deeds.

Tools & Equipment Used

• General office equipment
• Valid California State Driver’s License and state mandated insurance

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 50lbs
• Must be able to sit for extended periods of time
• Must be able to stand for long periods of time and mobile enough to walk up to two (2) miles on sidewalks, trails, turf and uneven slopes
• Must have finger dexterity for keyboarding and computer use
• Must be able to hear in order to independently receive telephone calls and voice mail messages and then be able to communicate the information received

Reasonable accommodations may be made to enable individuals with disabilities to perform the 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.

 

Travel

• Some travel may be required.
• Must be able to drive to different Company locations if requested

Disclaimer

 

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.

 

 

 

About Us:

FirstService Residential is North America's foremost property management firm. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. We have expertise working with complex communities with large budgets and numerous amenities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.

 

We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, apply today or join our community and learn more about FirstService Residential.

 

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

 

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

 

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.