Assistant General Manager

Assistant ManagerThe Assistant Manager (AM) supports the General Manager and works with all onsite employees. This position schedules employees, manages daily operations, delivery logistics of packages and performs relevant duties as assigned by the GM. Overseeing the concierge desk and team, the AGM will ensure all homeowner concerns and communications are monitored and receive a timely response.The AM actively contributes to the cleanliness and organization of the building, ensuring all back of house, storage and utility rooms are clean, safe and secure. Additionally, the AGM will cause the proper supply and cleanliness of all amenity areas.When appropriate, the AM will attend board meetings and support the AGM in accumulating material for presentation to the board and homeowners. If requested, the AGM will take minutes of all board meetings in the absence of a Secretary from the board.Job Duties and ResponsibilitiesSafetyManage functionality of all Emergency and Fire Safety systems and procedures throughout the property. Ensure all emergency phone tree contacts within each Property Emergency Manual are current with valid contact information.Have all employees fully trained on emergency responsiveness.Monitor timely building infrastructure inspections with local code enforcement and the Fire Marshall.Employee MoraleProvide support management in general operations of the property.Foster a positive workplace environment with clear lines of communication.Develop career engaged employees in their professional learning and advancement.Work collaboratively with property and regional management, regarding any employee issues as they develop.Orientation and onboarding of all new employees.Coaching, counseling and discipline, working with the GM and HR, of employees as appropriate.Issue, receive and review all hourly employee shift checklists daily. Report to GM on any trends.Board MeetingsAttends board meetings as requested, taking meeting minutes if needed. Provides update to the boards on projects assigned to the AM.Assists the GM in preparation for the annual meeting and open board election process incorporating:Notice of meeting/election per Governing DocsCall for candidatesDistribution of proxy ballotsCoordination of candidate bios and introductionsPreparation of annual meeting slide deck, in cooperation with each board officerPromote casting of ballots and meeting attendance in advance, seeking to meet quorumPre-meeting proxy ballot countCoordinate meeting processIn-meeting final ballot countAssist GM with any follow up committee work and support as assigned by the GMFinancial ManagementProcess and properly code all invoices from vendors and service provides via StrongRoomVerify and process all employee time cards per pay periodOversee timely and accurate ADP payroll processing each pay periodAssists GM with review of monthly financial reports, and provide explanations when relevantAssists GM with the preparation of a draft annual operating budget for board's review and approval, according to the Governing DocsAssists GM with capital project expenditure tracking and G/L codingFacility ManagementMonitor work order process for open items, with follow through to completionMonitor BuildingLink communicationsMeet and direct contractors and service providers on site as neededReview, learn and monitor the annual Reserve Study process, budget and executionWalk all amenities, grounds and BOH areas on a daily basis, making corrections and recommendationsAdministration & OperationsResponsible for maintaining a consistent level of cleanliness throughout the property.Ensures onsite employees are in uniform, name tag with appropriate hygiene and grooming.Provides training and resources for employees to conduct their duties with reasonable ease.Establishes performance accountability by department that is documented regularly.Assists GM with bid solicitations on projects and service agreements as assigned.CommunicationsAssists GM with generating information on weekly BOD updateAssists GM on monthly communication to all homeownersSupport concierge team in handling concerns, requests and problems successfullyRequirementsKnowledge and SkillsStrong track record of increasing Employee Engagement and Satisfaction through a hands-on collaborative leadership styleResponsiveness to GM, board and homeownersProfessional verbal and written communication skillsConfidentiality and discretion in the performance of all duties and responsibilities.Entry level knowledge of Accounting, Financial statements and Managerial reports.Proficiency with Microsoft Office Suite of product (WORD, Excel, Outlook, etc.)Detail orientation with a sense of urgencyEducation and ExperienceBachelor's Degree preferred.1-3 years of department level management experience at property level.Prior supervisory experienceWorking ConditionsTypical office environmentOn-site tours of existing buildingsConstruction sitesLight travel will be requiredAbility to attend evening HOA board meetingsAdherence to Covid-19 sustained protocols, while enforcedWe are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.