Experience:
0-1 years of experience
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Employment Type:
Full time
Posted:
7/18/2019
Job Category:
Other
Junior Manager
(This job is no longer available)
FirstService Residential | Hollywood, FL
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Job Description

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. 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, we think you should get to know us.

Job Summary

Perform functions to assist with the management, direction, and leadership to an assigned property and or book of business. Provides administrative and clerical support to Community Association Manager in all areas. Serves as contact for all Homeowners and Board Members. Performs all duties in accordance with FirstService Residential's policies, processes and procedures and within the realm of the management philosophy.

Essential Duties & Responsibilities

* Develop knowledge and skill in the areas of lease administration, income/expense management and administration, physical facilities management and tenant relations.
* Maintain the Community Association Manager's schedule, calendar and files
* Assist with management and leadership to assigned property. Collaborate with Community Association Manager to develop goals and communicate established goals. Ensure the goals and needs of the property, company and its customers are consistently met.
* Assign and review the work of staff, ensure deadlines are met in a timely manner and prioritize and delegate workload as necessary. Align resources to work assignments and processes to meet business requirements. Provide leadership and direction and assist in the investigation and resolution of internal and external problems and concerns.
* Oversee Administrative Assistant/Receptionist responsibilities and ensure coverage is provided as needed
* Support Community Association Manager and act as liaison to ensure quality service is delivered, that Board expectations are met and to assist in prompt response and resolution to questions/problems. Establish and maintain a positive relationship with homeowners, Board of Directors and internal departments to ensure a high level of resident service and achievement of company and property goals and objectives.
* Maintain knowledge and understanding of the contract between the association and FirstService Residential. Ensure all contractual obligations are being met.
* Initiate contact with new resident representatives to coordinate the move-in process. Conduct an introduction and orientation to the management staff and building, reviews available services, and explain the communities' rules and regulations.
* Conduct site inspections regularly. Process and manage violations and close them out regularly.
* Establishes and maintain 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.
* Initiates preparation of Management Reports, financial reports, requests for proposals, committee reports, meeting notices as applicable and submit for Manager's review and approval.
* Assists in the development of operating and capital budgets.
* Responsible for the preparation of check runs, capital trackers and funds and all other forms for approval by Community Association Manager.
* Create, maintain and upload a wide variety of information in FSRConnect including but not limited to work orders, signed meeting minutes and Monthly Management Report. Fulfill all company Connect compliance expectations throughout the year.
* Coordinates insurance requirements for properties and associated vendors.
* Oversee training and cross training programs and ensure all direct and indirect associates are aware of and comply with company, government and customer regulations, policies, work procedures, instructions and deadlines. Participate in training programs and webinars as required.
* Observe safety standards and participates in the Company's efforts to provide a safe work environment. Conduct periodic safety meetings and ensure staff is trained and educated on safety procedures. Adhere to and maintain established Hurricane procedures.
* Monitor expenses, and negotiate prices with vendors. Ensure property expenses are maintained within budget.
* Assist with review of vendor contracts, submit renewal/cancellation notices, manage contract renewals professionally and advise Community Association Manager of any upcoming insurance renewals or lapse in coverage.
* Maintain awareness of changes in rules, statutes or regulations and communicate changes to staff. Participate in the development of Standard Operating Procedures and maintain existing procedures. Manage the communication and compliance of SOPs within teams, internal and external customers.
* Update Association communications and ensure current information is displayed on the association boards and website. Assist in the preparation of association newsletter and/or other communication with owners and residents as required.
* Maintain accurate records, files and communications pertinent to the Association and maintain up to date equipment maintenance logs and emergency shut off procedures book.
* Prepare and organize all materials needed for board meetings
* Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner
* Assist with training staff as needed
* Assists Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures
* Assist the Community or General Manager with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements
* Ensure that landscape and maintenance issues are taken care of to Board satisfaction within budget and within time constraints

Additional Duties & Responsibilities

* 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 associates within the assigned property.

Education & Experience

High School diploma or equivalent. Associates degree with concentration in business preferred, or equivalent combination of education and experience. CAM License preferred

Knowledge, Skills & Proficiencies

* Must possess strong managerial and administrative background.
* One to two (2) years of experience as an on-site manager managing the property or building operations, such as staff and service contracts, tenant retention and tenant improvements is preferred.
* Basic working knowledge of property operations and community association business structure
* Strong working knowledge of customer service principles and practices.
* Ability to read, analyze, and interpret technical procedures, leases, regulations or documents with a similar degree of complexity.
* Ability to prioritize work with minimum supervision
* Strong interpersonal skills.
* Above average business writing skills and public speaking experience a plus

Tools & Equipment Used

Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

Physical Requirements/Working Environment

This position works under usual office conditions. The associate is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit, walk and occasionally climb. The incumbent must be on call at all times and able to work extended and flexible hours and weekends as needed. Physical demands include ability to lift up to 50 lbs. The incumbent must be able to detect auditory and/or visual emergency alarms.

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

Travel

Work may involve some driving/traveling to various sites.

Disclaimer

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

FSR is a subsidiary of FirstService Corporation (NASDAQ: FSRV, TSX: FSV), a global leader in the rapidly growing real estate services sector, providing a variety of services in: commercial real estate, residential property management, and property services. As one of the largest property managers in the world, FirstService manages more than 2.3 billion square feet of residential and commercial properties through its three industry-leading service platforms: Colliers International, the third largest global player in commercial real estate services; FirstService Residential Management, the largest manager of residential communities in North America; and Property Services, including Field Asset Services, one of America's largest providers of property preservation and distressed asset management and FS Brands, one of North America's largest providers of property services through franchise networks. FirstService generates over US$2.2 billion in annual revenues and has more than 20,000 employees worldwide. More information about FirstService is available at www.firstservice.com.