Description Job Overview: The Operation's Manager is to assist the Property Manager in the day-to-day operations of the Association. During the day shift, the Operations Manager oversees the status of deliveries, construction, moves and various other issues that need constant monitoring. During the evening shift the Operations Manager will ensure all contractors are off the property by 5 p.m. (checking all related common hallways for construction debris), retrieve packages from Receiving for residents, relieve the Front Desk Manager as needed, assist all Residents with issues that do not need the Property Manager's involvement, regularly walk the property checking all areas to ensure proper operation/safety and investigate/report any incidents that may occur during the course of the shift. The Operations Manager is responsible for notifying the Property Manager and Maintenance Supervisor whenever a mechanical malfunction or emergency occurs.
Your Responsibilities: Shared Facilities & Operational Coordination - Coordinate operational matters involving shared building systems, infrastructure, and services.
- Review supporting documentation related to shared operational expenses and service allocations and provide a monthly written summary to the Board, with management copied, identifying expenses reviewed, supporting documentation received, questions or discrepancies identified, and any items requiring further review or direction.
- Collaborate with vendors, consultants, engineers, and stakeholders regarding shared-facility operations and infrastructure matters.
- Maintain records and supporting documentation associated with shared operational services and costs.
- Maintain a shared-facilities log documenting building systems and shared-area maintenance activities, including the date, location, condition observed, corrective action taken, service provider performing the work, associated costs, and any known shared-cost allocations for management and Board reference.
- Serve as a liaison on operational matters affecting shared facilities and building systems.
- Ensure communications with the Hotel regarding shared-system operational matters, cost allocations, or service responsibilities are coordinated through management and the Board and appropriately documented.
- The Director of Operations shall not independently make representations regarding ownership, control, cost responsibility, or allocation of shared facilities. Such positions shall be established by the Board.
- When operational issues require immediate action to protect life safety, property, or continuity of service, coordinate the timely restoration of service through the appropriate vendors, consultants, and contractors, and separately document any cost-allocation, reimbursement, or shared-facility responsibility considerations for subsequent management and Board review.
Capital Projects & Infrastructure Administration - Serve as the Association's project administrator and management liaison for capital improvement, infrastructure, and reserve-related projects.
- Coordinate communication and activities among association's hired professionals such as: architects, engineers, consultants, contractors, ownership representatives, management.
- Track project schedules, contracts, budgets, change orders, and major project milestones.
- Maintain project records, documentation, meeting minutes, contracts, warranties, permits, and closeout packages.
- Prepare periodic updates regarding the status of capital projects, operational initiatives, vendor activities, and key milestones for the Board of Directors.
- Facilitate project meetings and monitor follow-up on action items and deliverables.
- Assist in the transition of completed projects from construction to ongoing operations and maintenance.
Vendor & Contract Administration - Administer the coordination of vendor solicitation activities and collaborate with management, consultants, and stakeholders in the review of proposals, bids, and contract-related recommendations.
- Administer communication between engineers, architects, and consultants regarding project scopes, specifications, bid documents, and procurement activities.
- Monitor contractor performance, service levels, project activities, and contractual compliance, and provide updates and recommendations to the Project Manager, and the Board as appropriate.
- Maintain vendor contracts, insurance certificates, warranties, permits, and related project records.
Operational Assessments & Facility Reviews - Coordinate operational assessments of building systems and infrastructure with appropriate engineers, consultants, contractors, and other subject matter experts, and review assessment findings and recommendations to support management and Board decision-making regarding operational, maintenance, and capital improvement priorities.
- Assist with the planning, coordination, and implementation of facility audits, building system evaluations, and infrastructure reviews.
- Coordinate competitive procurement efforts associated with capital improvement projects, infrastructure initiatives, and other Board-approved project activities.
- Work collaboratively with the project management to track the implementation of recommendations resulting from operational assessments and infrastructure evaluations and communicate progress, risks, and outstanding items to the Board.
Board Reporting & Project Communication - Provide updates regarding active projects, capital initiatives, vendor activity, operational priorities, and infrastructure matters.
- Attend Board, committee, project, and operational meetings as requested.
- Support implementation of Board-approved initiatives through project coordination, documentation, and follow-up activities.
Process Improvement & Technology Initiatives - Assist management with the implementation of operational technologies, work order systems, document management platforms, and service request tracking tools.
- Support initiatives designed to improve operational efficiency, project administration, communication, and resident service delivery.
- Participate in the development and maintenance of operational policies, procedures, and workflow improvements.
Compliance Administration - Maintain a compliance calendar tracking operational permits, inspections, certifications, life-safety testing requirements, reserve study requirements, and infrastructure-related obligations.
- Coordinate with consultants, vendors, and management to support timely completion and documentation of required inspections, certifications, and testing activities.
- Maintain records supporting compliance with applicable Association policies and regulatory requirements.
- Provide a monthly compliance calendar update to the Board, with management copied, identifying completed items, upcoming requirements, and outstanding deficiencies.
Supervisory Responsibilities - Provide day-to-day supervision, direction, scheduling, and operational oversight of on-site maintenance staff, and participate in performance management and corrective action processes in coordination with the Community Association Manager and Human Resources.
- Serve as the first point of accountability for operational staff performance, work assignments, attendance, productivity, and execution of operational and project-related responsibilities.
- Provide leadership, coaching, training, and guidance to operational staff to promote accountability, professional development, service excellence, and compliance with Association standards and policies.
- Identify staffing, workload, performance, and operational issues requiring management attention and provide recommendations regarding workforce planning, training, performance improvement, and resource allocation.
- Coordinate staffing resources to support building operations, maintenance activities, vendor oversight, capital projects, and Board-approved initiatives.
Skills & Qualifications: - Five (5) years of progressive operations management experience.
- Community Association License preferred.
- Strong knowledge of building systems and infrastructure, including HVAC, electrical, plumbing, life-safety, and central plant operations, with the ability to review and provide informed recommendations regarding contractor and consultant proposals, assessments, and project-related decisions.
- Experience coordinating capital projects, operational assessments, vendor procurement efforts, and consultant engagements within a high-rise residential or mixed-use environment.
Physical Requirements: - Physical demands include the ability to lift up to 50 lbs.; Standing, sitting, walking and occasional climbing.
- The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- On-call 24/7. Ability to work extended/flexible hours and weekends based on project requirements.
- Driving when necessary.
- Ability to respond to emergencies on a timely manner.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Supervisory Responsibilities: - Schedule: Monday-Friday 8:00am - 4:30pm; hours may vary based on business needs.
- Compensation: $112,000 - $115,000 annually
What We Offer: As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
