Assistant Property Operations Manager

Description

Job Overview:

The Assistant Property Operations Manager serves as the primary on-site representative for The Madison at Town Center, a 211-unit condominium community. Working under the direction of the Senior Community Manager (SCM), the Assistant Manager; Property Operations is responsible for supporting the day-to-day operations of the community through resident service, vendor coordination, property inspections, administrative support, and maintenance follow-through.

The Assistant Manager; Property Operations serves as a visible on-site presence for residents, vendors, contractors, and Board members, helping to ensure the community is maintained in accordance with Association standards and governing documents. This
role acts as a liaison between the community, service providers, and the Senior Community Manager by monitoring community conditions, coordinating operational activities, and assisting with the implementation of Board-directed initiatives and projects.

The Assistant Manager; Property Operations is responsible for managing routine operational matters and homeowner inquiries while escalating significant issues, contract matters, project decisions, and policy-related concerns to the Senior Community
Manager as appropriate.

Compensation: $36.06-37.26/Hour

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: The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned to every duty.

Community Operations & Property Inspections

• Conduct regular inspections of the community's common areas, amenities, building exteriors, parking structures, and facilities to identify maintenance, safety, and appearance concerns.
• Monitor the overall condition of the property and communicate findings to the Senior Community Manager.
• Initiate and track work orders to resolution, ensuring timely follow-up and completion.
• Coordinate access for vendors, contractors, residents, and service providers as needed.
• Respond to routine operational issues and escalate significant concerns to the Senior Community Manager.
• Assist with implementation and tracking of preventive maintenance programs and vendor service schedules.
• Monitor community facilities, building systems, and common area assets to help ensure proper operation and
  maintenance.
• Coordinate with the Association's patrol provider regarding day-to-day operational matters, community concerns, access
  issues, parking enforcement, and follow-up on incident reports as directed by the Senior Community Manager.

Vendor Coordination & Project Support

• Coordinate with vendors and contractors to facilitate routine maintenance, repairs, inspections, and project-related
  activities.
• Monitor vendor performance, work quality, project progress, and contract compliance, reporting concerns and observations to the Senior Community Manager.
• Assist the Senior Community Manager with obtaining proposals, scheduling vendor meetings, and gathering information related to service contracts and projects
• Assist with maintenance and capital improvement projects by coordinating access, scheduling, resident communication, and project follow-up activities as assigned.

Resident Relations & Customer Service

• Serve as the primary onsite point of contact for residents, guests, vendors, and visitors.
• Respond to homeowner inquiries and concerns in a professional, timely, and solutions-oriented manner.
• Assist residents with questions regarding Association procedures, architectural applications, maintenance requests, and community services.
• Coordinate communication between residents, vendors, and the Senior Community Manager as appropriate.
• Help foster positive relationships within the community through responsive and professional customer service.

Architectural & Compliance Support

• Process architectural applications in accordance with Association procedures and timelines.
• Track application status and communicate with homeowners regarding submissions and required documentation.
• Conduct routine inspections for architectural compliance and governing document violations.
• Assist with violation correspondence, tracking, follow-up, and resolution efforts.
• Maintain accurate records related to architectural applications and compliance matters.

Board & Administrative Support

• Assist in the preparation of Board meeting materials, operational reports, and supporting documentation.
• Attend Board meetings as directed and assist with meeting logistics, action item tracking, and follow-up activities.
• Draft community communications, notices, e-blasts, newsletters, and other correspondence in collaboration with the Senior Community Manager.
• Maintain Association records, files, reports, and data within company systems and platforms.
• Coordinate meeting schedules, calendars, and administrative processes in support of community operations.

General Expectations

• Demonstrate a high level of professionalism, responsiveness, and service excellence in all interactions with homeowners, vendors, Board members, and internal teams.
• Actively participate in required meetings, trainings, and company initiatives to support ongoing development and operational excellence.
• Maintain a collaborative and solutions-oriented approach while supporting community goals, team initiatives, and special projects as assigned.
• Independently prioritize operational issues and escalate significant community, vendor, compliance, or operational concerns to leadership and the Board as appropriate

Skills & Qualifications:

• Excellent verbal, written, and interpersonal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong organizational skills with attention to detail and the ability to work independently.
• Demonstrated problem-solving, critical thinking, and sound decision-making abilities.
• Ability to prepare professional correspondence, reports, and Board communications.
• Professional demeanor with the ability to collaborate effectively with homeowners, Boards, vendors, and internal teams.
• Strong customer service and relationship management skills with a commitment to meeting the needs of homeowners.
• Proficient in Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
• Ability to review vendor proposals, service reports, and project information and communicate observations effectively.
• Ability to hold vendors accountable and professionally enforce contractual expectations

Education and Experience:

• High school diploma or GED required.
• Minimum of two (2) years of experience in the HOA or property management industry.
• Experience managing vendors, evaluating bids, and coordinating RFP processes preferred.
• CMCA certification preferred.

Physical Requirements & Working Environment:

The physical demands described here are representative of those that an associate may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

• Ability to occasionally lift and carry items up to 25 pounds.
• Ability to work at a computer and operate standard office equipment for extended periods of time.
• Ability to communicate effectively in person, by phone, and electronically with homeowners, vendors, leadership, and team
  members.
• Ability to regularly conduct onsite community inspections, including walking through flat and sloped common areas,
  recreation facilities, buildings, and other association property areas.
• Ability to travel locally between assigned community location and office sites as needed to perform the essential functions of the role. If driving is required for this position, associates must maintain a valid driver’s license and state-required
  automobile insurance unless reasonable accommodation is approved.
• Position generally requires a regular onsite presence at the assigned community, with the majority of work time expected to be performed onsite to support operational and community needs. Remaining work time may be performed from the Irvine office based on business needs and leadership direction.
• Ability to attend evening Board meetings and work additional hours as needed to meet operational and business needs.
• Regular and reliable attendance, communication, and responsiveness consistent with business needs and job
  responsibilities.

This is a full-time non-exempt position. Associates are expected to accurately record all time worked and comply with company timekeeping, meal period, and overtime policies. Typical business hours are Monday through Friday 8:30 a.m. to 5:30 p.m.; however, additional hours, including evenings and occasional weekends, may be required based on operational needs and Board meeting schedules.

Supervisory Responsibilities:

• Direct and oversee the daily work activities of the Association's janitorial staff.
  
  
  
  
• Provide training, coaching, and performance feedback and communicate personnel recommendations to the Senior Community Manager as appropriate.
• Assign and monitor work activities to ensure community cleanliness and appearance standards are maintained.
• Communicate staffing, performance, and operational concerns to the Senior Community Manager

Tools & Equipment Used:

• General office equipment

Travel:

• Weekly local travel between onsite location and Santa Clarita regional office
• Occasional travel to Irvine corporate office

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 

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, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

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.

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 View email address on click.appcast.io.

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 View email address on click.appcast.io; we will respond in accordance with Local Law 144, within 30 days.