Assistant General Manager

FirstService Residential; Oakland (CA); On-site; USD 100,289,000 - 106,020,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K match

Time off: vacation, sick, holidays

Tuition reimbursement

Legal services

Wellbeing support

Domestic partner coverage

Flexible spending accounts

Job summary

FirstService Residential is seeking an Assistant General Manager in Oakland, CA to help execute Association business per governing documents, Board policies, and local regulations.

You will support staff and vendors, manage community rules adherence, attend board meetings, and coordinate with city departments to ensure smooth operations of the building.

Qualifications

• Minimum of 2 years of experience in a customer service environment.
• CCAM, CMCA or PCAM designation preferred, but not required.
• Related field preferred but not required.

Responsibilities

• Understand governing documents (CCRs, By-Laws) and ensure requirements are met.
• Learn FirstService systems (FSR Connect, Auto Board Packet, AVID AP, ADP, Jenark) and follow SOPs.
• Promote Global Service Standards in coaching and performance discussions.
• Inspect building and exterior common areas; arrange timely repairs and maintenance.
• Ensure fire, life and safety systems are operable and evacuation plans are documented.
• Assist in preparing annual budget drafts and participate in board meetings.

Skills

Math skills

Communication skills

HOA knowledge

Servant leadership

Conflict management

Staff coordination

Education

CCAM/CMCA/PCAM designation preferred

Related field preferred

Tools

Microsoft Office

FSR Connect

Auto Board Packet

ADP

Jenark

Job description

Job Overview

The Assistant General Manager assists in ensuring Association business is executed in a timely and accurate manner, in accordance with Association governing documents, Board policies, FirstService policies and procedures, California civil code, and other applicable regulations. The Assistant General Manager will consistently adhere to and perpetuate the mission and vision of the Board of Directors, and membership, and assist in overall aspects of the operations of the building.

This would include, but is not limited to: building strong relationships with the board of directors, committees and residents, ensuring building systems and common areas are properly maintained, assists in managing staff and vendor performance, ensuring homeowner adherence to community rules and regulations, assisting in preparing the budget, preparing for and attending board meetings, and communicating with outside entities such as the City or County and its departments, Fire Authority, local Police Department, Water District, and utility companies as necessary. The Assistant General Manager takes pride in the look and feel of the building and -owns- the activities of all vendors and staff deployed in the building.

Compensation

$35-37/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.

Job Responsibilities

• Acquire an understanding of all Community governing documents (CCRs, By-Laws and published rules) and ensure all requirements are met.
• Quickly gain a working knowledge of FirstService systems (including FSR Connect, Auto Board Packet, AVID AP, ADP, Jenark, etc-), and assimilate standard operating policies and procedures.
• Promote FSR-s Global Service Standards amongst FSR associates and vendors. Include these standards in daily coaching and performance management discussions.
• Proactively inspect building and exterior common areas, building systems, landscape and other common amenities and then ensure necessary repair and maintenance activities are conducted in a timely manner.
• Ensure all fire, life and safety systems are operable and evacuation plans and emergency procedures are documented and understood by staff and residents. Ensure all fire, life, and safety systems are inspected in accordance with local and state requirements.
• Ensure operating procedures and preventative maintenance plans are in place for all key systems. (Elevators, HVAC, Pumps, Boilers, Security, etc.-
• Respond to homeowner / resident requests for maintenance or compliance issues, or architectural change approvals.
• Create an annual calendar of key building related maintenance, client meetings and events such as audits, taxes, annuals, budget and incorporate it into FSR Connect and personal calendar.
• Attend and participate in Board and committee meetings and prepare minutes.
• Approve and code vendor invoices and ensure vendors comply with the terms of their service contracts and audit re-occurring contracts to ensure pricing remains competitive.
• Cover lunches for front desk
• Place orders for required supplies
• Request and file COIs for vendors
• Gather detailed bids for minor non-recurring projects or for requested changes in recurring vendor contracts.
• Assist with coordinating move ins and move outs, to include / not limited to collecting deposit checks, move in / move out fees
• Drafting and sending new residents- welcome email and procedures, and update information in Connect as needed.
• Follow up on package audits and contact residents with packages that need to be picked up
• Ensuring all AMAs are submitted correctly, and supportive documents are attached + receive review $50 fee
• Support GM in leading Boards toward the development of short-term and long-range plans and develop recommendations for specific action plans to achieve Board objectives.
• Support GM in preparing annual budget drafts with updated reserve study disclosures and ensure the annual budget is distributed in a timely manner.
• Support the activities of various Board sub-committees and provide a seamless connection between the Board of Directors and committees.
• Assist in administering the Annual Election and meeting.
• Assess and monitor community needs: identify opportunities for improved communication or service delivery methods. Implement programs or improvements.
• Drafting and regularly updating the weekly management report for Board to go out on Fridays
• Updated the vehicle information on Connect
• Check the gym to ensure everything was put away
• File-away resident key forms
• Always conduct business with the highest standards of personal, professional and ethical conduct.

Skills - Qualifications

• Excellent general math skills. Strong user of Microsoft Office tools.
• Strong written and verbal communication skills. Must be an -active- listener who can anticipate issues and drive for mutually satisfactory resolution.
• Understand the role and purpose of a homeowner-s association and is familiar with HOA rules and guidelines, facility maintenance, association governing documents, and financial statements and budgets.
• Service-oriented mindset, with multi-tasking abilities and a flexible, resilient attitude. Can work with volunteer board members and is comfortable in a -servant-leader- role.
• Must be able to deal with conflict and work well under pressure.
• Must be able to instill confidence in staff, board members and residents by being prepared and knowledgeable.

Education - Experience

• Related field preferred but not required.
• Minimum of 2 years- experience in a customer service environment
• CCAM, CMCA or PCAM designation preferred, but not required.

Physical Requirements - Working Environment

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for extended periods of time.
• Must be able to communicate both on the phone and in person with our clients 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 to make copies, send mail and faxes and to walk around the property. This could include lengthy walks and uneven areas.
• Associate must work on-site during standard business hours.
• Associate is expected to work after hours, including but not limited to, conduct Board Meetings, or address emergencies.

Supervisory Responsibilities

• Manage activities of any on-site personnel, including but not limited to: Engineering and Front Desk Staff, and 3rd party vendors. Develop staffing plans and use approved job descriptions to set performance expectations. Ensure FSR associates are trained and follow our policies, procedures and global service standards. Vendor staff (Security, Custodial, Engineering, and Maintenance) should be held to the same standards as FSR personnel whenever possible.

Travel

• Must have reliable transportation and be able to drive to other work locations. Most Board meetings take place in the evening during the work week. Valid Driver-s License and State Mandated Vehicle Insurance required.

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.

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. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a 'reasonable accommodation', as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.