Village Asst General Manager

Job Description

Job Description

Position Title:

Assistant General Manager

Summary of Role:

The Assistant General Manager will assist the General Manager with the day-to-day operations of the Village with direct responsibility in the areas of facilities, accounting and residence life management. In the absence of Village General Manager, this position is responsible for the overall leadership and direction of the entire Village operations and supervision of all staff.

R eports to:

General Manager

Direct Reports:

The following positions may report to the Assistant General Manager:

• Administrator
• Maintenance Supervisor
• Assistant Director of Residence Life
• Director of Leasing

Relationships:

Supervises Village Staff as noted

• Liaises with Corporate Office
• Manages Vendors
• Builds relationships with Community Groups
• Fosters relationship with University Partners
• Works as an employee of the Village

Travel:

This role is based in a CLVus Village and does not require business travel.

Authorities:

Work within approved, Delegation of Authority

Key Accountabilities

General

• Coordinates and evaluates the daily administrative activities of the entire Village.
• Conducts weekly staff meetings.
• Is available after hours and at weekends to address incidents when needed.
• Serve in on-call rotation with other property staff.
• Provides day-to-day direction of the management team and assists them in their own personal development.
• Ground Lease and Management Agreement
• Administers the assignment process and marketing obligations as outlined in the Ground Lease Agreement.
• Assists GM with administration of additional obligations identified in the Ground Lease Agreement and Management Agreement.
• Physical Maintenance of the Facility
• Ensures that the daily curb appeal of the facility is maintained at the highest level.
• Facilitates efficient processing of resident work orders.
• Supervises preventative maintenance programs.
• Recommends and monitors capital improvements programs.
• Solicits bids for various contracts, selects appropriate vendors and monitor performance.
• Relations with Various University Departments
• Coordinates marketing efforts with the University’s Admissions/Enrollment department and other relevant departments.
• Coordinates marketing efforts by targeting potential groups to be housed.
• Develops relationships across a variety of university departments.
• Seeks out opportunities to be involved in university operations by volunteering to serve on university committees and task forces.

Financial

• Assists GM with ensuring compliance with all agreements, leases, and contracts pertaining to the Village.
• Assists GM with overall leadership and direction of the Village in line with business plan.
• Assists GM with the preparation of the vision for the Village and translates this vision to a business plan.
• Assists GM with preparation of a detailed Village business plan (annually) and assist with delivery of business plan financial targets.
• Assists GM with the development of the budget for the Village.
• Understands cash flow forecasting and cash flow management.
• Focuses on day-to-day management of the Village.
• Assists GM with ensuring that the Village achieves all of its objectives, including performance standards as agreed from time to time with the University and Campus Living Villages.

Facilities Management

• Oversee maintenance operations: Coordinate daily maintenance activities, preventative maintenance programs, and vendor services to ensure building systems (HVAC, plumbing, electrical) operate efficiently.

• Manage capital and repair projects: Assist with planning and executing renovations, unit turns, and capital improvement projects, ensuring timelines, budgets, and quality standards are met.

• Ensure safety and compliance: Enforce building safety protocols, conduct inspections, and ensure compliance with local, state, and company regulations (e.g., OSHA, fire codes).

• Supervise maintenance staff/vendors: Provide direction, scheduling, and performance feedback to maintenance technicians and third-party contractors.

• Respond to resident service needs: Oversee work order completion, ensure timely resolution of maintenance issues, and maintain high resident satisfaction.

• Inventory and budget management: Track maintenance supplies, control expenses, and support budgeting for repairs, replacements, and capital expenditures.

• Property inspections and standards: Conduct routine walkthroughs to identify maintenance needs, safety risks, and ensure curb appeal and property standards are maintained.

• Emergency response coordination: Handle after-hours emergencies (e.g., floods, outages), ensuring quick and effective response and communication.

• Support overall property operations: Partner with leasing and management teams to ensure unit readiness, occupancy goals, and operational efficiency.

• Vendor and contract oversight: Source, negotiate, and manage contracts with service providers, ensuring quality and cost-effectiveness.

• Sustainability and efficiency initiatives: Implement energy-saving, waste reduction, and environmentally responsible maintenance practices.

Asset and Risk Management

• Understands capital project funding for the renovation and repairs detailed in the business plan.
• Negotiates service work authorizations and monitor compliance with same, including annual compliance audits.
• Assists GM to establish and maintain a risk and incident log for the Village.
• Maintains a work order system within the Village for all facility- and safety-related matters.
• Supervises lessees to ensure adherence to lease conditions.
• Ensures that the facility is maintained to the highest possible standards (good or excellent).
• Manages refurbishments or major special projects while minimizing impact on the Village residents.
• Ensures that Facilities staff conducts regular inspections of public areas, reporting any damage, misdemeanors or breaches of resident rules and regulations.
• Ensures that all incidents are recorded into the work order system register and completed within the prescribed timeframe.
• Be fully conversant with the fire and emergency evacuation procedures and ensure that all staff and Resident Assistants are trained in this area.
• Ensures that the Occupational Health and Safety procedures and policies are implemented at all levels throughout the Village.
• Supervises the day-to-day implementation and accurate upkeep of the Village:

Human Resources / Legal

• Assist GM in managing all Village People/HR issues, including recruitment, training and performance management, and communicate with Corporate People/HR team as needed.
• Provide guidance and direction to staff through regularly scheduled monthly meetings addressing:
• Performance
• KPIs
• Feedback and refocus
• Documentation of sessions
• Conduct performance reviews.

Possess a comprehensive knowledge of all associated legal documentation for the Village, including Management Agreements, Service Work Authorizations, Rental Agreements, etc.

Skills, Experience and Qualifications Required

• Technical & Personal Skills
• Completes assigned tasks with minimal supervision.
• Proficiency in the use of computers including Microsoft Word, Excel and Project and data base management systems.
• Communicates effectively and tactfully with co-workers and residents of the facility with a positive attitude and strong customer service orientation.
• Ability to analyse, interpret and communicate operational information.
• Ability to manage, lead and supervise employees.
• Ability to lead, manage and direct staff and contractors in the operation of their duties.
• A proactive and self-motivated approach with the ability to solve problems, improve procedural efficiency and effectiveness.
• A team player attitude with a willingness to be flexible and the ability to work independently or as part of a team.
• Ability to maintain professional demeanour, consistency, and accuracy of work at times of high volume and tight deadlines.
• Possess strong intellectual curiosity and ownership of work-product.

Experience & Qualifications

3 years of experience in a leadership role in either university accommodation, hospitality or retail environment with a demonstrated track record of developing a team and delivering against objectives. (desired)

Bachelor’s degree preferred, preferably in hotel or hospitality management, business management or higher education administration, or student personnel.

CLV expects a high level of professional behavior in accordance with the CLV Group Code of Conduct.

This Position Description is a summary of the primary duties and responsibilities of the position. It is not intended to be a comprehensive listing of all duties and responsibilities. Campus Living Villages reserves the right to change this description at its discretion.