On Site General Manager

FirstService Residential; San Jose (CA); On-site; USD 95,000 - 105,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401K match

Paid vacation and holidays

Tuition reimbursement

Legal services

Wellbeing support

Domestic partner coverage

Health savings account

Flexible spending account

Job summary

FirstService Residential seeks an On Site General Manager in the San Jose area to support the Regional Director and on-site GMs, with growth toward future on-site leadership. The role emphasizes building board relations, preserving building systems, and supervising staff while pursuing industry certifications.

The position requires coordinating budgets, financial reporting, and vendor performance, and interacting with city departments as needed.

Qualifications

• Bachelor's degree in Public Administration, Business Administration or related field preferred.
• CCAM, CMCA or PCAM designation preferred.
• A minimum of three years of successful high-profile community management experience or equivalent professional experience.

Responsibilities

• Acquire an understanding of all Community governing documents and ensure all requirements are followed.
• Quickly gain a working knowledge of FirstService systems and assimilate standard operating policies and procedures.
• Recruit, hire, train and supervise all building staff; create staffing plans and budgets for Board approval.
• Promote FirstService Global Service Standards amongst associates and vendors.
• Proactively inspect building and exterior areas; ensure timely repair and maintenance.
• Ensure safety systems are operable and evacuation plans documented.
• Prepare annual budgets and present monthly financial reports to the Board.
• Attend and participate in Board and committee meetings and prepare minutes.
• Gather bids for major projects and monitor vendor contracts.
• Lead Board toward short-term and long-range plans and action plans.

Skills

Staff supervision

Budgeting

Vendor management

Communications

Leadership

Education

Bachelor's degree in Public Administration

CCAM / CMCA / PCAM designation

Three years community management experience

Tools

FSR Connect

Auto Board Packet

AVID AP

ADP

Jenark

Job description

Job Overview

The On Site General Manager is a position for the employee to develop into a candidate for future business or replacement of an existing GM. This includes mentoring and training by the Regional Director and/or assigned General Managers. The Regional Director will also assign training and development courses to assure the person in the position continually grows and develops their skillsets in order to be a strong candidate for a future on-site role. If the employee does not have their industry certifications it is also a requirement the correct courses and testing are completed to achieve certifications. The High-Rise On Site General Manager must adhere to all FirstService policies and procedures, California civil code, and other applicable regulations.

Description

The On site General Manager will support the Regional Director and on-site GMs by consistently adhering to the mission and vision of the Board of Directors, and membership. 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, managing staff and vendor performance, ensuring homeowner adherence to community rules and regulations, assisting in preparation of the budget, presenting financial reports, 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.

Will provide support in the San Jose area, working on-site Monday through Wednesday. On Thursdays and Fridays, will focus on additional tasks and responsibilities assigned by the Regional Director.

Schedule is subject to change based on business needs.

Compensation

$95K-$105K

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.

Your Responsibilities

• Acquire an understanding of all Community governing documents (CCRs, By-Laws and published rules) and ensure all requirements are followed.
• 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.
• Recruit, hire, train and supervise all building staff. Create staffing plans and budgets for Board approval. Use FSR associates whenever possible but determine when certain positions are best outsourced.
• Promote FirstService Global Service Standards amongst 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 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 as directed or when covering at a property.
• Work with Association legal counsel on any pending or existing litigation and provide periodic updates to the Board.
• Prepare and post board meeting agenda
• When overseeing a Board Meeting, prepare concise, yet detail-oriented, board meeting packets which allow the Board to make informed decisions without lengthy discussion.
• 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.
• Gather detailed bids for major non-recurring projects or for requested changes in recurring vendor contracts.
• Monitor the financial position of the Association and present monthly financial reports and any documents requiring Board member signatures.
• Lead Boards toward the development of short-term and long-range plans and develop recommendations for specific action plans to achieve Board objectives.
• Prepare 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.
• Administer the Annual Election and meeting.
• Ensure annual CPA audit / review is completed and distributed within 120 days of year end. Also ensure tax returns are completed and filed by CPA.
• Assess and monitor community needs: identify opportunities for improved communication or service delivery methods. Implement programs or improvements. Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to meet client needs and company deadlines. Notify supervision of unusual or non-recurring equipment, operating, or staffing problems.
• 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.
• Participate in FSR training activities and updates and follow all policies and procedures.
• Perform any range of special projects, tasks and other related duties as assigned.
• Other duties as assigned

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

• Bachelor's Degree in Public Administration, Business Administration or related field preferred, but not required.
• CCAM, CMCA or PCAM designation preferred, but not required.
• A minimum of three years of successful high-profile community management experience or equivalent professional experience in a related field such as rental property or hotel 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 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 in order 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 in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks and uneven areas. The work environment characteristics are normal office conditions.

Supervisory Responsibility

• Manage activities of any on-site personnel, including: Asst General Manager, Front Desk staff, Engineering and Maintenance Staff, etc.
• 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 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. Must be prepared to work from building to building on a weekly basis at the discretion of the Regional Director.

What We Offer

• Medical, dental, and vision plans (full time and part time 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 visit www.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. Applications 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.

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.

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.

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].

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 captured, 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.