HOA Assistant Manager: Operations & Resident Experience

FirstService Residential; Los Angeles (CA); On-site; USD 103,155,000 - 123,213,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K match

Paid time off and holidays

Tuition reimbursement

Pet insurance available

Flexible spending account

Job summary

FirstService Residential in California seeks an Assistant General Manager to support the General Manager in achieving Board goals and ensuring efficient day-to-day operations of the association, third party staff and vendors. This full-time role reports directly to the General Manager.

Responsibilities include handling resident inquiries, interpreting governing documents, preparing letters and reports for Board packets, maintaining contracts and enforcement, attending Board meetings,

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.

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

Proficiency in English

Excellent general math skills

Problem solving abilities

Analytical thinking

Decision making

Communication under pressure

Tools

Microsoft Office

Job description

FirstService Residential in California seeks an Assistant General Manager to support the General Manager in achieving Board goals and ensuring efficient day-to-day operations of the association, third party staff and vendors. This full-time role reports directly to the General Manager.

Responsibilities include handling resident inquiries, interpreting governing documents, preparing letters and reports for Board packets, maintaining contracts and enforcement, attending Board meetings,