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Job Description

Position Summary

 

The General Manager has complete charge of the day-to-day operation of first-class, luxury condominium complex.  Provides for the operation, maintenance, management, cleaning, sanitation, renewal, replacement, care and upkeep of the Common Areas, as described in the Condominium Association Documents (Documents), and all property of the Condominium Association (Association).  The General Manager enforces compliance with the Rules and Regulations relative to the operation, use and occupancy of the property.  Builds great relationships with owners, tenants, contractors, vendors and employees.   Ability to work a flexible schedule on order to meet the needs of the residents, visitors, contractors, vendors and employees is required.  On-call to the Board of Directors and Association employees 24-hours a day, 7-days a week, to supervise emergencies. Position Responsibilities

Administrative 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. Facilitates FirstCall at the beginning of every work shift. Negotiates contracts with third parties, to be signed by an officer of the Association, for work, including corrective and preventative maintenance, and upkeep in relation to the Common Areas. Supervises the administration and monitors the performance of all work to be performed and services rendered by such contracts. Communicates to the Board on a weekly basis with regard to issues involving the community; resident concerns; building /operations; employee concerns or changes in personnel; status of units, number currently on the market, number of units resided in by non-residents; new residents; closings and closings pending. Prepares a Weekly Management Report for the Board of Directors / General Manager’s Report presented at Monthly Board Meetings as well as a presentation for the Annual Meeting of the Members. Distributes and reviews Action Item list with Board President on a weekly basis with time-bound action plan on pending administrative items and community projects. Maintains an accurate inventory of all furniture, fixtures, equipment, tools and supplies, including replacement parts and all other items of personal property included in the Common Area or owned by the Association. Prepares a preventative maintenance schedule for the Board of Directors and updates when requested. Enforces the Rules and Regulations of the Association as expressed and set forth in the Documents. Ensures the compliance by the Association with all applicable laws, rules and regulations of the State of Texas and the City of Dallas, Texas, as amended from time to time. Informs Board of any violations of such laws, rules or regulations and acts only upon the instruction and direction of the Board. Maintains knowledge of state regulatory agency statues and communicates to Board every other year changes during Legislative Session. Reports to the Board any unpaid maintenance and assessments owed by owners and submits a written delinquency report to the Board. Supervises Assistant Manager in the collection and accounts for all assessments and uses collection procedures when reasonably necessary as provided in the Documents. Maintains on-site, necessary Certificates of Insurance as set forth in the Governing Documents. Prepares or oversees the preparation of notices, proxies, ballots, meeting packets for Annual Meeting of the Association and Board. Attends monthly Board Meetings, yearly Condominium Association Meetings and any Special Meetings, at the invitation of the Board. Oversees and ensures the accuracy of individual files for each unit. Maintains files for all correspondence, bids, repair orders and maintenance records. Maintains FirstService Residential Connect with current Board Members, Management Team, Work Order review/assignment/completion, recorded violations and Architectural Modifications, updated Information Questions for Customer Call Center, Emergency Questions and PUD Questions for WelcomeLink/resale certificates and refinancing

 

Personnel In partnership with Human Resources Director, establishes and maintains a proactive human resource function to ensure employee motivation, training, development and retention, wage/benefit administration and compliance with policies and procedures and labor regulations. In partnership with Human Resources Director, recruits, interviews, hires and discharges all personnel. On an on-going basis, assesses and reviews the job performance of all subordinates. Ensures that proper employee coaching and counseling and disciplinary procedures are utilized. Oversees proper training and development of all subordinates. Approves personnel schedules, monitors attendance, approves timecards and approves vacation requests. Directs and coordinates the activity of all assigned personnel and responsibilities. Ensures the maintenance of accurate payroll records and that payroll checks are distributed in a timely manner. Conducts a yearly formal performance review and mid-year touch point for all direct reports.  Reviews and approves formal performance reviews of all subordinates. Conducts regular departmental meetings to ensure continual progression of staff and to highlight areas of desired improvement. Creates an environment that provides employees with the tools, training and resources they need to deliver exceptional customer service while exhibiting a sense of teamwork. Oversees all third-party Associates to ensure adherence to the company Mission Statement, Values and Global Service Standards of FirstService Residential. Oversees all Worker Compensation occurrences  

Budget Prepares an Annual Budget and Five-year Capital Improvement Plan for the Association in conjunction with Reserve Study and presents to the Board for approval within the time frame set forth in the Governing Documents. Approves all expenditures and seeks Board approval if expenditure is above pre-determined threshold. Ensures monthly expenditures are within budgetary guidelines. Reports variances of actual as compared to budget line items in a monthly Financial Critique to the Board within the time frame set forth in the Governing Documents. Assists with audits, when called upon by the Association’s auditors. Distributes audited Annual Financial Reports, prepared by the Association’s auditors, to the Board within the time frame set forth in the Documents. Re-caps and verifies Other Revenue in monthly report to the Board. Responsible for Cash Flow Management, Reserve Fund Contribution Prepares correspondence and reports regarding finances as required by the Board.

 

Safety Ensures good safety practices of employees, residents, visitors, contractors and vendors throughout the building. Understands and ensures compliance with all general safety rules and regulations (O.H.S.A.).

 

Building Access Control Ensures that the Building Access Control procedures are in effect at all times. Makes sure that all points of entry into the building are properly manned or properly secured. Trains the staff to ensure they are aware of and practice Access Control procedures. Ensures that all cleared entries are made with the “timed entry” rather than using “open mode.” Ensures that all key control procedures are being followed; that no unit key is given out without permission from the resident. Makes certain that a proper paperwork trail is established and followed for all unit key exchanges.    

 

General Maintains a clean, neat and professional appearance. Maintains a neat, organized, clean and safe work environment including any office or storage areas assigned to management. Understands the Building Safety Procedures and their role in maintaining a safe environment. Understands the Building Safety Procedures and their role in an emergency. Along with Facilities Manager, oversees all unit renovations to ensure they are in line with the Rules and Regulations governing such activity.  Meets regularly with General Contractors and makes periodic inspections of units under renovation. Ensures that the rules and regulations as outlined in the Employee Manual are enforced and followed by all personnel. Delegates tasks and coordinates multiple functions to most effectively and efficiently accomplish established objectives. Manages the decision-making process effectively and works with both short and long-range objectives and takes strong personal initiative. Directing condominium operations by developing and implementing strategies and services which align with FirstService’s overall mission, vision, values and meets or exceeds the needs of the owners and employees. Continually seeks out areas for improvement, i.e. expense reduction, building upgrades and other ways to increase the value of the investment for all owners.

  Operating Skills, Knowledge & Abilities

 

Education/Training: A four-year Bachelor’s Degree from an accredited university or equivalent experience in a condominium, hotel or commercial building management organization is required.

 

Experience/Knowledge/Abilities :  A minimum of five (5) years of managerial experience required. Management experience to include; budgeting and expense control; personnel supervision and development; building management, operation and maintenance. 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.  Strong interpersonal, time management, and customer service skills required.  Must have experience working with Home Owners Associations.

 

Computer Literacy: Proficiency and working knowledge of Microsoft Office Applications. Strong communication (written and verbal) skills required. 

 

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 based on project requirement. Driving when necessary; must have valid drivers license.  Ability to respond to emergencies on a timely manner.

 

Vision Requirements: 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. 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: 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. High - Must be able to work at a fast pace, perform duties while under pressure, and meet dead lines 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.

 

Driving Requirements: Driving as required. Valid Texas drivers and automobile liability insurance license required.

 

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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