Operations Manager

Overview Job Overview: The Operations Manager (OM) will support the Senior Community Manager (SCM) through the timely completion of assigned administrative and project duties. This position will include one Association, which will involve working closely with different departments, homeowners, and board members. An OM generates reports, processes architectural applications, issues work orders, assists with projects, conducts two onsite weekly property inspections, and handles client communication and phone calls daily. Compensation Compensation: $70,304 - $74,000 Note : 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. Responsibilities Understand and have great knowledge of Association Documents – governing documents, rules and regulations, architectural standards, policies, etc. Review and recommend revisions to the Architectural Standards annually. Review and recommend revisions to the Enforcement Policies annually. Take client calls, manage work order process, interact with vendors, and resolve client matters. Interact with homeowners daily or as needed to foster a sense of community and seek to find amicable solutions for community-related issues. Planning and execution of community events in collaboration with SCM. Update and produce requested reports for board packets in a clean, orderly, and professional fashion within the timeline provided by SCM. Attend all Board of Directors meetings to report and present on areas of responsibility as well as capture action items as applicable. Maintain, and update accurate historical data and legacy files when applicable. Consistent use and maintenance of Connect, including, but not limited to; Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, Info Center, Smart Webs, and Community Profile as needed. Review completed work when possible as performed by vendors to verify completion for quality and adherence to contract requirements. Collaborate with patrol vendor to address community concerns when applicable. Maintain connect resident portal and front-facing website to remain current and informative. Draft and manage weekly e-blast to the membership with content approval from the Senior Community Manager. Draft and manage weekly Board updates with content approval and collaboration with the SCM. Board updates should be more immediate as appropriate for urgent and sensitive matters that require Board approval and/or guidance. Partner with the SCM to create content for Newsletters and other membership-related communications. Contribute to the creation of Board Packets, and the annual election process and, lead the RFP process for all projects. Coordinate with assigned SCM to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings. Review, input, separate and handle all mail for association. Coordinate all meeting logistics as required. Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines, and architectural submission fees per the client's management contract. Conduct on-site inspections weekly for violation enforcement and architectural compliance. Conduct on-site inspections weekly for association common area maintenance and repairs. Prepare for, provide recommendations, and lead all Architectural processing and requests with the Board of Directors. Process follow-up consistent with the Association guidelines. Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the SCM. Maintain and upload documents to ADRC/Connect per company policy. Maintain all administrative duties, including, but not limited to; scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor. Maintain an organized workspace according to company procedures. Greet walk-in clients as appropriate. Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential operational procedures. Manage client meetings, site visits, meeting follow-up, violation communication and overall processes for the association as assigned. Manage violation module, and issue written correspondence. Complete payroll entries each day in accordance with employee handbook. Must have reliable transportation and be able to drive to other work locations. Other duties as assigned. Qualifications Must have a GED or High School diploma. A minimum of two years working in the HOA industry. CMCA certification preferred. Ability to work under tight deadlines and consistently meet deadlines. Professional demeanor and attire at all times. Customer-focused mindset with a commitment to homeowners needs. Reliable transportation to assigned clients. Effective communication skills (oral, written, verbal, and listening). Problem-solving abilities with timely issue resolution and good decision-making in critical situations. Ability to draft correspondence and respond to inquiries independently. Proficiency with computer programs including Microsoft Outlook, Word, Excel, and PowerPoint. Strong organizational skills, attention to detail, and ability to independently prioritize daily workload. Typing speed of at least 40 WPM. Physical Requirements and Working Environment Must be able to lift 25 lbs. Must be able to sit for extended periods. Finger dexterity for typing/using a keyboard. Talking and hearing continuously while interacting with others. Valid California Driver's License, insurance, and vehicle registration. Ability to traverse association areas and assess maintenance needs. Ability to work late evenings for board meetings. This is a full-time position with typical scheduled hours, Monday through Friday, 8:00 a.m. – 5:00 p.m. May be required to work overtime as needed and approved by supervisor, including occasional evening meetings. Consistent and regular attendance required. Tools & Equipment Used General office equipment 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 Great Place to Work certification, competitive salaries, medical, dental, and retirement benefits, career training, and professional development. Legal and Compliance Disclaimer: This description is not exhaustive. FirstService Residential is an equal opportunity employer. AEDT availability and NYC Local Law 144 information are provided as required. #J-18808-Ljbffr