Description

Job Overview:

The Assistant General Manager will be an active supporter of the community vision and philosophies and FirstService Residential's commitment to client, staff and community. As a result of job performance, to promote client retention, employee retention, and the advancement of the client in terms of its image, visibility, and reputation. This position directly supports and reports to the General Manager.

Compensation: $80,000 - $90,000

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.

Your Responsibilities:

• Work closely with the General Manager and the Board of Directors to plan and implement the strategic plan, goals and objectives.
• Assist in the implementation of the stated priority goals/issues and business plans of the client.
• Oversee code compliance and enforcement and ensuring policies are properly implemented and proper records are maintained.
• Oversee all architectural application and attend all ACC meetings.
• Has direct reporting responsibility for up to 7 other associates, including directing work, scheduling, and overseeing day to day operations.
• Assist in managing all agreements to ensure that they are executed and implemented appropriately between all organizations and that the financial obligations are accurately recorded.
• Ensure adherence to association policies and procedures, and compliance with corporate, civil code, and state and federal obligations.
• Responsible for the approval of time sheets and requests for time off and vacation for staff. Will plan and schedule for adequate coverage.
• Works with the GM and is responsible for the training, counseling and professional advancement of staff under your responsibility (Org Chart).
• In the General Manager absence, ensure all board documents and packets are prepared in accordance with governing documents and Civil Code, posted and delivered properly.
• Oversight responsibility to ensure Board Minutes are completed accurately and filed per the Civil Code.
• Provide strategic oversight of the Association's Compliance and Architectural Control Committee (ACC) programs, including management of inspections, violation enforcement, architectural application processing, hearings, Board determinations, homeowner communications, and ensuring consistent application of the Governing Documents, Rules & Regulations, Architectural Guidelines, and applicable Civil Code.
• Direct the daily operations and production of the Compliance and ACC teams, establish performance expectations, managing workloads and inspection schedules, facilitating timely case resolution, monitoring productivity metrics, maintaining accurate records, and identifying opportunities to improve operational efficiency and customer service.
• Serve as the primary leadership resource for complex compliance and architectural matters, collaborating with the General Manager, Board of Directors, legal counsel, vendors, and homeowners to provide recommendations, facilitate enforcement actions, support policy implementation, prepare Board reporting, and ensure legal compliance and operational consistency.
• Assist the General Manager with all billing and invoice processing to FirstService Residential.
• Meeting weekly (or as requested) with the General Manager.
• Assist the General Manager in providing leadership at each meeting in terms of agenda support, written and oral reports as requested on designated items, and summarize the priorities of each meeting as it relates to the community.
• Maintain awareness of homeowners' community desires.
• Supports and assist in hiring, training and supervising all direct or indirect staff in accordance to FirstService Residential policies.
• Assess and monitor community needs: identify opportunities for improving service delivery methods and procedures and developing new programs.
• Actively manage customer and staff problems and issues, making appropriate decisions consistent with company policies, procedures and practice.
• Recommend, develop and roll-out any programs or initiatives which would increase operational effectiveness, efficiency and cost reduction.
• Attend and participate in professional industry meetings. Stay abreast of new trends and innovations in fields of community management and community programming.
• Maintain all professional designations, including continuing education courses
• As requested takes a leadership role with Capital and Reserve projects.
• Schedule and attend monthly staff touch base and staff function meetings.
• Assist in annual budget preparation and ensure adherence to association budget.
• Participate in reviewing association policies on an ongoing basis to ensure compliance with civil code, declaration and other requirements of governing institutions.
• Attend all company mandatory functions.
• Will act on behalf of the General Manager in his/her absence.
• Comply with company policies and procedures.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name; title or other respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.
• Other duties as deemed necessary.

Skills & Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Strong leadership and team-building skills
• Ability to manage multiple priorities
• Ability to manage multiple staff members
• Excellent communication skills
• Promotes collaboration
• Proficient in English
• Excellent general math skills
• Certified Community Association Manager preferred - CAI and/or CACM (CCAM, CMCA, etc.)
• Valid California Driver's license, including State-mandated vehicle insurance

Education & Experience:

The Assistant General Manager will portray, but is not limited to, the following capabilities/ qualifications.

• Has a minimum of 5 years of community management experience.
• Is committed to continual learning as evidenced by attendance at seminars, industry programs, either as an attendee or as a guest speaker.
• Displays strong written skills to be able to publish appropriate documentation as directed to create the legacy for the association, particularly in the area of administration.
• Be well spoken to instill confidence in the residents that reside within the community, as well as the public that may interact through designated programs and issues.
• Displays a community posture that well represents the vision of the association.
• Understands bidding and maintenance practices.
• In brief, the following qualities are necessary for this job position:
  • Management decision-making capabilities.
  • Strategic planning capabilities.
  • Demonstrates public charisma as evidenced by proven leadership skills.
  • Has a proven track record working with Volunteer Committees and elected or appointed Board(s) of Directors.
  • Is technology literate.
  • Demonstrates good client interaction and visibility.
  • Demonstrates effective verbal and written communication skills.
  • Comprehension and attainment of all areas of the following skills: financial, written, verbal, negotiations, thoroughness, procedural comprehension and compliance.
  • Excellent problem solver; demonstrates ability to use creative alternatives.
  • Assertive, PR oriented.
  • Must have experience in Architectural Control Committee (ACC) assistance, as well as homeowner compliance processes

Physical Requirements and Working Environment:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to sit for long periods of time at a desk.
• Must be mobile enough to move around office.
• Must be able to move about the community including standing on hard surfaces for long periods of time and walking on uneven surfaces.
• Talking and hearing occur continuously in the process of communicating with guests, clients, supervisors, and co-workers.
• Must be literate and articulate in written form in order to prepare correspondence.
• Must be able to handle multiple tasks.
• Must be able to handle pressure and deadlines related to the job.

The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Consistent and regular attendance required.
• Due to business demands, hours over and above normal office hours are required.

Supervisory Responsibility:

Direct responsibility for up to ten associates, including performance management, mentoring, and ensuring they have the tools, support, and training needed to be successful.

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

To learn more about our company and culture, please visit www.fsresidential.com/california

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.