Onsite HOA Experienced Assistant General Manager (Fairbanks Ranch)

Role: Onsite Assistant General Manager

Location: Rancho Sante Fe, CA

Community: Fairbanks Ranch

Pay Range: $105,000 - $115,000 per year (depending on education and experience)

Job Type: Full Time

Typical Schedule: Thework schedule that aligns with clubhouse operating hours, Monday- Friday, 8:30 AM- 5 PM. Additionally, this role will include attendance at monthly board meetings on weekday evenings and attendance at community events on weekends.

Company Summary

RealManage Elevated Onsite is a division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The RealManage Elevated Onsite professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry.

RealManage Elevated Onsite is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning, and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.

Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued.

Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.

RealManage has earned the prestigious Certified™ recognition from Great Place to Work ®, a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience.

Community Summary

Fairbanks Ranch is one of Rancho Santa Fe's most family friendly luxury home neighborhoods with community amenities and 24 hour guard gated security. Fairbanks Ranch was originally owned by Douglas Fairbanks and Mary Pickford. The custom-built homes range from 3,500-16,000 square feet on well-manicured mostly 1 acre lots. Fairbanks Ranch features a clubhouse, lake, tennis courts and an equestrian center.

Just down the street is the Fairbanks Ranch Club which is a resort-style property that offers the ultimate in hospitality and healthy living-from championship golf and tennis, to our brand-new outdoor pool and "Field of Dreams" sports complex. Skip the indoor gym and discover this one-of-a-kind club that captures everything there is to love about life in sunny Southern California!

Role Summary

The Onsite Assistant General Manager is a leadership role that supports the general manager in their duties to operate the association effectively and efficiently while striving for operational excellence and fiscal discipline. This role supports the board of directors in their mission to maintain, enhance, and improve the assets of the association through facilitating the committees in their volunteer efforts, the staff in their job roles, and their own personal and professional development.

Responsibilities

• Assist the General Manager, Financial Manager, Board Treasurer, and Finance Committee in the development of the annual operating, cash, and capital budgets.
• Review and code accounts payable invoices for payment daily
• Receive and respond to escalated incoming calls from homeowners, board members, and vendors. Follow through on various requests, while maintaining records of those inquiries in CiraNet
• Secure and protect all the association assets while maintaining an inventory system, including, but not limited to, access control devices, tools and supplies, furnishings and fixtures, cash and check payments, etc.
• Prepare and assist the General Manager with monthly board meeting packages, meeting notices, annual election materials, and committee meeting materials
• Manage board meeting location set-up, including board table and audience chair set up, speaker and microphone set up, virtual meeting link set up, membership chat log, and presentation screen
• Attend monthly board meetings and annual members meetings and assist the General Manager in drafting meeting minutes, recording action items assigned to the management team during the meeting, and resident feedback received at the meetings
• Attend all committee meetings as needed and assist the committees in drafting their meeting minutes
• Attend all Rules Committee meetings and record homeowner hearing outcomes and execute committee direction for compliance enforcement in the meeting minutes, CiraNet, and communicate with homeowners regarding hearing outcomes
• Meet with the ECC, Maintenance, Security, and PLM staff for regular updates on their departments' productivity, challenges, and prepare reports to update the board at the monthly board meeting
• Prepare and fulfill the new board member packets within two (2) working days of the annual election meeting
• Manage the volunteer process and maintain a data file of volunteers for each committee, and manage committee requests for meeting space
• Attend and support all quarterly community event execution
• Proofread all community correspondence before distribution

Disclaimer

This description is not intended to be an exhaustive list of duties. Responsibilities may evolve based on Board direction and community needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position.

Qualifications

• Associate's or bachelor's degree in design, communication, event management, or the arts, or equivalent experience.
• Minimum of at least two (2) years of Homeowner Association (HOA) Management experience required, onsite large-scale or high-rise experience preferred.
• Active CACM or CMCA certification is mandatory.
• Strong interpersonal, supervisory, and customer service skills are required.
• Able to set priorities, plan, organize, and delegate effectively.
• Strong written and verbal communication skills. Must have a command of the English language, both written and verbal.
• Background screening and pre-employment drug screening required.
• Ability to utilize technology is mandatory.
• Excellent phone etiquette and customer service skills.
• Ability to work effectively under time constraints and deadlines.
• Ability to read, understand, and explain financial statements, including balance sheets, income statements, and general ledger.

Physical Requirements

• Ability to sit for prolonged periods at a desk and work on a computer.
• Ability to occasionally stand, walk, bend, or reach as needed.
• Ability to lift or move objects up to 10-15 pounds (e.g., files, office supplies).
• Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.
• Visual acuity to read printed materials, spreadsheets, and computer screens.
• Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.
• Ability to work in a standard office environment with moderate noise levels.
• Ability to work a standard schedule, with occasional extended hours as required.

Pay and Benefits

$105,000 - $115,000 per year (depending on education and experience)

Benefits Include

• Medical Insurance - Company will pay the premium for Employee Only Tier on the HSA plan
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High-Deductible Medical Plan to be eligible)
• FSA account for health-related expenses
• FSA account for dependent care expenses
• Education Reimbursement for industry related classes
• 401K match after 1 year
• Employee Assistance Program (EAP)
• 9 paid holidays and 2 floating holidays

EEO & Values Statement

RealManage is a values-based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.