General Manager
Employment Type : Full-Time
This is an interim position that for the right candidate could lead to a full-time permanent placement. Are you the missing piece? As North America's leading property management company, we know the value of fitting in with a local team, of being part of a well-oiled machine, but empowered to act when needed. We are looking for energetic, adaptable people who understand that they are part of something larger and want a long-lasting career creating human connections. Our associates are the reason for our success, so we recruit quality people who will always do what's right and build great relationships with the residents of the communities we serve. At FirstService Residential, we live our values every day. If you are passionate about helping people live better lives and are looking for an environment with room for career growth, you're in the right place!
Job Responsibilities
Manage and administer the day to day operations of the Community Association business. Maintain communication with Board of Trustees/Directors and homeowners.
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.
General:
- Assure that the policies, resolutions and goals of the Board are carried out
- Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
- Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees
- Have general knowledge and understanding of building systems and components
- Be available to be on-call to handle after-hours emergencies
- Follow all policies and procedures of the company and Association
- Assist the Board in preparing an Emergency/Disaster Preparedness Plan, if applicable
- Such other duties and responsibilities as may reasonably be directed and required
- Update and maintain community information in Connect, including but not limited to the
Community Web Site, Community Projects, Management Reports and all Association
documents and forms
- Full utilization of all FirstService systems such as Connect, ADP, FirstClass, Avid, Accounting systems, WelcomeLink, IT Support Helpdesk, where applicable.
- Attend regular training sessions and manager meetings.
Fiscal:
- Provide input and assist the Board with the preparation of the Association's annual budget
- Be responsible for the daily implementation of the annual budget, perform general financial management and recordkeeping
- Attend regular meetings of the Finance Committee, if any, to review the Association's fiscal and financial status
- Coordinate receipt and review of invoices for services and ensure timely payment of bills
- Assist Association and In House counsel on collection matters and monitor maintenance fee accounts
- Monitor and report monthly financials
- Provide necessary documentation and approvals for invoice payments to Accounting
- Notify Association and FirstService of errors
Physical:
- Prepare specifications needed for all services received by the Association (e.g., landscaping,
snow, trash, insurance, pool, etc.)
- Manage bid process, review bid spec proposals and comparison spreadsheets and make
board recommendations as appropriate.
- Negotiate Association contracts for routine services, subject to the Board's approval, and
Association counsel as needed.
- Manage vendor relations
- Log work requests in Connect and generate work orders for maintenance staff and/or
contractors
- Conduct regular property inspections to ensure compliance with Association Rules and
Regulations. Governance / Administration:
- Ensure maintenance of all files, records and correspondence in accordance with company
procedures and good business practices
- Attend all Board meetings
- Prepare Board meeting agenda, monthly management report and all other reports and
material needed for Board Packet; distribute one week in advance of meeting
- Prepare and maintain log of violations in Connect.
- Update resale/governing document books, when applicable
- Coordinate activities of association professionals including attorneys, auditing firms and
engineering firms
- Act as liaison for designated committees
- Establish and maintain annual calendar indicating all association activity, deadlines, election, meetings, projects, etc.
- Review and be familiar with all policies of insurance to ensure adequate coverage
- Update homeowner directory and create new homeowner file.
Staff Management:
- Team building to unite staff and create a cohesive working environment.
- Manage performance and discuss concerns regularly of all direct reports and team members.
- Influence and mentor those who provide oversight to indirect reports, as well as provide influence and mentoring to support personnel.
- Promote and participate in FirstCall daily with all teams
- Develop and lead team through regularly held team meetings
- Perform staff evaluations annually, at a minimum.
- Stabilize the retention of staff members and develop career paths for those who desire growth
- Enforce the use of policies, tools and programs by staff in the day-to-day management and operations and ensure proper adherence throughout business unit.
- Support the roll out and implementation of company & business unit initiatives and strategies.
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
Directly or indirectly supervise employees within the assigned properties.
Education & Experience
- Bachelor's Degree or equivalent relevant work experience
- Minimum 7 years relevant work experience required, preferably in hospitality, property or facilities management
- Minimum 2 years project management experience
- Experience managing direct or indirect staff
- Possess working knowledge of budgets and fiduciary responsibility
- Demonstrated decision making ability
- Demonstrated written and verbal communication skills
- Working knowledge of legislation impacting property management, preferred
- Strong understanding of proposal/bid process
- Intermediate knowledge of Microsoft Applications, especially Word and Excel
- Possession of or willingness to obtain CMCA/AMS certification required
- Must have and maintain valid driver's license in working state and reliable transportation
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.
- Knowledge and ability to apply state Statutes and Community's documents.
- Knowledge of assets, cash balance, and availability of funds for projects and cash flow management for capital improvements.
- Excellent organization, motivation, leadership, management and interpersonal skills.
- Critical thinking, complex problem solving, judgment and decision making ability.
- Ability to apply a comprehensive knowledge of particular field of specialization to the completion of difficult assignments.
- Strong verbal, presentation, and written communication skills. Ability to communicate and provide guidance to all employee levels.
- Ability to read, analyze and interpret technical procedures, leases and/or regulations.
- Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook. Proficiency researching the Internet. Previous experience with financial and accounting programs preferred.
- Ability to work with sensitive or confidential information.
- Demonstrated experience managing large, complex accounts or projects. Ability to meet deadlines and work well under pressure.
- Ability to work well in a team environment as well as independently. Must be self-driven with the ability to identify, plan and prioritize business opportunities.
- Knowledge of mechanical operations of a building and equipment preferred.
- Possession of or willingness to obtain CMCA/AMS certification (unless required by state)
- General understanding of proposal/bid process
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office equipment.
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.
- Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
- Must be able to sit and stand for extended periods of time.
- Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
- Must have finger dexterity for typing/using a keyboard.
- Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
- Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
- Capable of working extended hours, to include evenings, weekends and holidays as necessary.
- This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
- Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
- Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
- Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties
The work environment characteristics are normal office conditions at an onsite community. 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
Occasional travel to various sites and/or Regional offices 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.