Job Description
Job Summary
The Assistant General Manager (AGM) supports the General Manager and works with all onsite employees. This position schedules employees, manages daily operations, delivery logistics of packages and performs relevant duties as assigned by the GM. Overseeing the concierge desk and team, the AGM will ensure all homeowner concerns and communications are monitored and receive a timely response.
The AGM actively contributes to the cleanliness and organization of the building, ensuring all back of house, storage and utility rooms are clean, safe and secure. Additionally, the AGM will cause the proper supply and cleanliness of all amenity areas.
When appropriate, the AGM will attend board meetings and support the AGM in accumulating material for presentation to the board and homeowners. If requested, the AGM will take minutes of all board meetings in the absence of a Secretary from the board.
Job Duties and Responsibilities
Safety
Manage functionality of all Emergency and Fire Safety systems and procedures throughout the property. Ensure all emergency phone tree contacts within each Property Emergency Manual are current with valid contact information.
Have all employees fully trained on emergency responsiveness.
Monitor timely building infrastructure inspections with local code enforcement and the Fire Marshall.
Employee Morale
Provide support management in general operations of the property.
Foster a positive workplace environment with clear lines of communication.
Develop career engaged employees in their professional learning and advancement.
Work collaboratively with property and regional management, regarding any employee issues as they develop.
Orientation and onboarding of all new employees.
Coaching, counseling and discipline, working with the GM and HR, of employees as appropriate.
Issue, receive and review all hourly employee shift checklists daily. Report to GM on any trends.
Board Meetings
Attends board meetings as requested, taking meeting minutes if needed. Provides update to the boards on projects assigned to the AGM.
Assists the GM in preparation for the annual meeting and open board election process incorporating:
§ Notice of meeting/election per Governing Docs
§ Call for candidates
§ Distribution of proxy ballots
§ Coordination of candidate bios and introductions
§ Preparation of annual meeting slide deck, in cooperation with each board officer
§ Promote casting of ballots and meeting attendance in advance, seeking to meet quorum
§ Pre-meeting proxy ballot count
§ Coordinate meeting process
§ In-meeting final ballot count
Assist GM with any follow up committee work and support as assigned by the GM
Financial Management
Process and properly code all invoices from vendors and service provides via StrongRoom
Verify and process all employee time cards per pay period
Oversee timely and accurate ADP payroll processing each pay period
Assists GM with review of monthly financial reports, and provide explanations when relevant
Assists GM with the preparation of a draft annual operating budget for board's review and approval, according to the Governing Docs
Assists GM with capital project expenditure tracking and G/L coding
Facility Management
Monitor work order process for open items, with follow through to completion
Monitor BuildingLink communications
Meet and direct contractors and service providers on site as needed
Review, learn and monitor the annual Reserve Study process, budget and execution
Walk all amenities, grounds and BOH areas on a daily basis, making corrections and recommendations
Administration Operations
Responsible for maintaining a consistent level of cleanliness throughout the property.
Ensures onsite employees are in uniform, name tag with appropriate hygiene and grooming.
Provides training and resources for employees to conduct their duties with reasonable ease.
Establishes performance accountability by department that is documented regularly.
Assists GM with bid solicitations on projects and service agreements as assigned.
Communications
Assists GM with generating information on weekly BOD update
Assists GM on monthly communication to all homeowners
Support concierge team in handling concerns, requests and problems successfully
Requirements
Knowledge and Skills
Strong track record of increasing Employee Engagement and Satisfaction through a hands-on collaborative leadership style
Responsiveness to GM, board and homeowners
Professional verbal and written communication skills
Confidentiality and discretion in the performance of all duties and responsibilities.
Entry level knowledge of Accounting, Financial statements and Managerial reports.
Proficiency with Microsoft Office Suite of product (WORD, Excel, Outlook, etc.)
Detail orientation with a sense of urgency
Education and Experience
Bachelor's Degree preferred.
1-3 years of department level management experience at property level.
Prior supervisory experience
Working Conditions
Typical office environment
On-site tours of existing buildings
Construction sites
Light travel will be required
Ability to attend evening HOA board meetings
Adherence to Covid-19 sustained protocols, while enforced
Company Description
With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit
www.associaonline.com .
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