Assistant General Manager

$70000 / year

 

Company

 

FirstService Residential leads the property management industry, with over 8,500 communities in the United States and Canada operating under our professional management services.

 

FirstService provides competitive salaries, top benefits, and career training, continually investing in our associates’ professional development, setting the bar for exceptional service. Our associates enjoy an inclusive work environment and a rich culture of collaboration and mutual respect.

 

Embark in a fulfilling career in property management with FirstService today.

 

Position Summary

 

This position will assist in the management of the property in accordance with company policies, procedures and standards, as well as provide administrative support to the General Manager. This individual will have a thorough understanding of luxury living and applicable service standards. In addition, knowledge and skill in the areas of income/expense management and administration, physical facilities management and homeowner relations.

 

Position Responsibilities

 

• Demonstrates superior customer service at all times and a genuine desire to serve with a professional demeanor and polished appearance at all times.
• Adheres to the company Mission Statement, Values and Global Service Standards of FirstService Residential.
• Creates the culture needed to enhance, promote and execute daily positive interaction among members of the building management team.
• Responsible for the preparation and distribution of home owner’s manuals, New Homeowner Orientation meetings, daily property and amenity inspections, emergency procedures and other necessary formalized communication required for on-boarding new Residence Owners and new Associates
• Build a personal rapport/trust with all homeowners at the time of Orientation and throughout their residence, understanding likes/dislikes, personal preference and priorities relative to their high-rise living expectations
• Possess excellent interpersonal skills and the ability to speak to all levels of clientele. Must have good listening skills with the ability to anticipate needs even before inquiry or request from Residence Owners.
• Ensures that resident and guest concerns are resolved in a professional and timely manner. Reports any resident or guest dissatisfaction to General Manager.
• Responsible for supervising the Front Desk Concierge to ensure service standards are delivered to every Residence Owner.
• Responsible for training and/or on-boarding Front Desk Concierge and tracking their performance for a 90-day Performance Review and follow up opportunities.
• Oversees the tracking and response to home owners’ service requests through Connect work order system
• Responsible for scheduling loading dock/service elevator for all move-in, move-out as well as other service elevator requests.
• Responsible for scheduling and managing the Guest Suites and Party Room reservations and ensuring the rooms are prepared for upcoming reservations.
• Maintains Preferred Vendor List and coordinates Certificate of Insurance (COI) requirements for any/all vendors requesting community access.
• Assists General Manager with resident communications re: delinquency and violation notifications
• Assists General Manager with monthly, quarterly and annual financial reporting, as well inputting of all financials to the Connect (timely and efficiently).
• Reviews, approves and maintains the utility billing reports and delinquent follow-up.
• Responsible for managing multiple projects and work assignments simultaneously in support of the General Manager, i.e. administrative work, mailings, staff meetings, on-boarding materials, updating and maintaining standard operating procedures.
• Follows safety procedures and maintains a safe work environment in all common areas as well as heart of the house.
• Responds to emergency situations in a timely manner, recording/documenting all details of incident.
• Prepares Board Meeting Packets, attends and prepares the Meeting Minutes of all meetings of the Board of Directors, Monthly/Special/Annual
• Assists in preparation of Weekly Management Reports, Community Newsletter and other mass communications.
• Performs daily property inspections of residential common areas, including the Pool Deck, Fitness Center, Dog Run, Loading Dock, in and around assigned Retail area.
• Maintains current resident information in Connect (amenity reservations, vehicle, pets and visitor registrations). Communicates and updates the Front Desk Concierge of changes, in order to continuously delivery exceptional service and anticipate the needs of our customers.
• Assumes all other duties and responsibilities as directed by General Manager.
• Establishes and maintains industry contacts and relationships in the property's marketplace through involvement in trade organizations, property management and real estate associations and networking opportunities with vendor outreach and peer groups.

 

Operating Skills, Knowledge & Abilities

 

Education/Training: High school diploma or equivalency required. BA/BS in Business Administration or related field preferred.

 

Experience/Knowledge/Abilities: Experience as an on-site manager managing the property or building operations, such as staff and service contracts, resident retention and resident improvements is preferred. Strong management/supervisory experience, working knowledge of customer service principles and practices along with time management and interpersonal skills. Ability to read, analyze, and interpret technical procedures, regulations or documents with a similar degree of complexity. Strong interpersonal skills.

 

Computer literacy: Proficiency and working knowledge of Microsoft Office applications.

 

Special Requirements: Physical demands include ability to lift up to 50lbs; Standing, sitting, walking and occasional climbing. The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time. Ability to detect auditory and/or visual emergency alarms. On-call 24/7. Ability to work extended/flexible hours and weekends. Driving when necessary. Ability to respond to emergencies on a timely manner.

 

Vision Requirements: (1) Constant need (66% to 100% of time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail. (2) Frequent need (33% to 66% of time) to see things clearly beyond arm’s reach (inspecting property, neighborhood survey).

 

Hearing Requirements: Constant need (66% to 100%of time) to communicate over telephone and in person with vendors, corporate and resident staff, residents and prospects.

 

Reasoning Development: (1) Moderate. Must be able to apply principles of logical thinking to a variety of practical situations and accurately follow standardized procedures that may occasionally call for minor deviations. Must be able to think rationally beyond a specific set of instructions. (2) High. Must be able to work at a fast pace, perform duties while under pressure, and meet deadlines in a timely manner, to interact/communicate with other associates, residents, visitors and the public in a professional and pleasant manner.

 

Speaking Requirements: Constant need (66% to 100% of time) to verbally communicate with home owners, developers, vendors, and resident staff.

 

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

 

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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