Assistant General Manager

Job Title: Director of Community Management /Assistant General Manager

 

Reports To: General Manager

 

Location: Los Angeles, CA

 

Hours: Monday - Friday

 

(10:00AM – 6:00PM)

 

Job Responsibilities

 

The Director of Community Management 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 Century’s vision and philosophies, and FirstService Residential’s commitment to client, staff, and community. 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.

 

• 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 have a minimum typing speed of 40 WPM.
• 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.

 

Additional Duties & 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.
• Provide “Buddy System” backup for GM during rest periods, lunch breaks and absences.
• 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.
• Other duties as assigned.

 

Supervisory Responsibility

 

• Act as a backup when GM. is on vacation, sick days, or out of the office.

 

Education & Experience

 

• A four (4) year college degree, preferred
• Minimum 4 years’ experience or more in property management.
• Experience with Architectural submissions.
• CMCA or equivalent preferred.

 

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.

 

• Proficiency in English
• 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

 

Tools & Equipment Used

 

• Valid California State Driver’s License
• State mandated vehicle insurance as driving is an essential function of this position

 

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 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

 

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

 

N/A

 

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.

 

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.

 

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.