Assistant General Manager

FirstService Residential; Irvine (CA); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K match

Time off including vacation, sick, and

Pet insurance available

Tuition reimbursement

Legal services

Wellbeing support

Job summary

FirstService Residential is seeking an Assistant General Manager to support the General Manager in meeting board goals and ensuring efficient day-to-day operations of the association, staff, and vendors. The role reports to the General Manager and offers a comprehensive benefits package.

The duties include handling resident communications, interpreting Governing Documents, preparing Board materials, and coordinating contracts and meetings.

Qualifications

• Proficiency in English is essential.
• Excellent math skills are required.
• 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.
• Work well under pressure and meet deadlines independently.

Responsibilities

• Take resident calls and emails and address/follow up on issues within one business day.
• Read and interpret Governing Documents and understand Civil Code and Governing Document hierarchy.
• Produce requested letters, reports and projects for Board Packets in a clean, orderly fashion.
• Provide backup for GM during absences.
• Process invoices with AVID system.
• Maintain enforcement and violation processing and produce violation letters as required.
• Attend and participate in Board of Director meetings and take minutes for Board approval.
• Coordinate bid/RFP processes and collate submissions for Board approval.

Skills

Proficiency in English

Excellent general math skills

Problem solving

Decision making

Under pressure/work independently

Job description

Description

Job Overview:

The Assistant General Manager 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, third party staff and vendors. This position reports directly to the General Manager.

Compensation: $36.65-43.26/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Hours: Wednesday - Sunday
9:00AM - 6:00PM
(hours subject to change to accommodate business needs)

Your Responsibilities:

• Take resident calls and emails 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 backup for GM during absences.
• Consistent use and maintenance of Connect and all FirstService applications.
• Process invoices with AVID system.
• Consistently update and maintain enforcement and violation processing. Produce requested violation letters in accordance with Civil Code.
• Monitor and address resident violations as required.
• Consistently maintain contracts, community and neighborhood documents and all operating materials.
• Attend and participate in Board of Director and Committee meetings as requested and taking minutes for Board approval.
• Set up bids/request for proposal process and send information to vendors and contractors and collate 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 Connect.
• Update and generate any required Association and Management reports as requested by GM.
• Coordinate meeting logistics as required by GM.
• Work with patrol staff to issue residents access control information.
• 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.
• Create regular community newsletter.
• Ideal Candidate experience: Customer service, great communication, HOA Property Management.
• Ability to work under tight deadlines and consistently meet those deadlines.
• Exhibit professionalism, professional attire, and demeanor always.
• Maintain reliable transportation to the community, if applicable.
• Demonstrate effective communication skills consisting of oral, written and listening skills.
• Demonstrate 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 drop ins.
• Must be proficient with computer programs needed for the specific position including Microsoft Outlook, Word, Excel, and PowerPoint.
• Demonstrate organizational skills and ability to independently prioritize daily workload.
• 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.
• Other duties as assigned.

Skills & Qualifications:

• 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

Education & Experience:

• Minimum 2 years’ experience or more in property management, preferably HOA management.

Physical Requirements and 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.
• Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time.
• Full time position, Tuesday – Saturday. Schedule to be determined based on needs of the client and community.Hours over and above normal office hours may occur, including evenings.
• Consistent and regular attendance required.

Supervisory Responsibilities:

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

What We Offer:

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visitwww.fsresidential.com/california

Disclaimer

The above information in 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. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.