On-site Operations Manager

2 weeks ago

Chicago, United States Associa Full time

The Operations Manager is responsible for assisting and supporting the Manager with the day-to-day administration of the Association pursuant to this job description, the management agreement, the Declaration and Bylaws, and the objectives of the Board of Directors. When the Manager is absent or unavailable for whatever reason, the Operations Manager is expected to perform the manager's duties to the best of his or her ability and good judgment.

**DUTIES & RESPONSIBILITIES**

**The Operations Manager is responsible for the following**:
Maintaine and reviewed monthly financials, journal entries, and bank statements, as well as assisted with annual budget preparation.

Enforce Association rules and regulations.

Compile year-end information for the annual audit and assist with the budget.

Conduct all business in accordance with the Associa Chicagoland and the Association’s policies and procedures, fair housing, Americans with Disabilities Act, and all other laws pertaining to condominiums.

Promote the Association as a first-class condominium property and support the reputation of the Manager and managing agent.

Respond to emergencies as needed during and after Management office hours.

Attend board meetings as required by the Manager.

Plan and attend resident functions throughout the year.

Maintain strict confidentiality of all unit owners, residents, employees, and property information.

Endeavor to provide competent, prompt, and courteous service, including conflict resolution to all unit owners, residents, and guests.

Assist in answering incoming calls, taking messages, and/or promptly forwarding calls to the appropriate party.

Accounts Payable
- Review accounts and submit invoices for payment.
- Code invoices for Manager approval.
- Process approvals at the Manager’s request.
- Set up and monitor reoccurring invoices.
- Set up new vendors.
- Assist in preparing and distributing the annual notices and bulk mailings.
- Perform monthly property inspections.
- Update building information in C3, fact sheets, rules, and other documents.
- Assist with the preparation of courtesy and violation notices.
- Prepare monthly reports as required by the Manager and the Board.
- Assist other management staff with compiling sales packets, pre
- and post-inspections, lease and COI collections, bike, and pet annual registrations, and move, delivery, and amenity reservation scheduling.
- Collect COIs for all Association vendors.
- Provide all required information for annual workmen’s comp and payroll audit.
- Update Association information, website, and lender questionnaires.

**Building Employees**
- Daily oversight of employees.
- Ensure coverage for all shifts, including the pool.
- Manage and update employee schedules.
- Maintain employee files.
- Produce and approve payroll and track time-off records.
- Update Employee Manuals and Job Descriptions.
- Investigate issues and produce write-ups for the Manager's signature.
- Review surveillance camera footage weekly to ensure employee compliance with codes of conduct and job performance.
- Schedule and run staff meetings.
- Ensure OSHA training.
- Handle union matters.
- Train and assist Resident Services Staff.
- Ensure proper and prompt payment of union dues and invoices.

**Unit Owner and Parking Accounts**
- Monitor and report on unit owner and parking accounts.
- Assess late fees.
- Maintain a one-time waiver file.
- Conduct new owner and renter orientations.

**Delinquent Accounts**
- Monitor and report on delinquent and OFP accounts.
- Manage OFP rentals/leasing agreements.
- Work with the Association’s attorneys.
- Coordinate payment plans.
- Act as liaison for any pending collection matters.

**Construction Packets**
- Accept and review with the Chief Engineer.
- Produce unit owner approval letters.
- Track construction progress and report to the Manager.
- Schedule inspections with unit owners for the Chief Engineer.
- Ensure receipt of COIs, licenses, and fees, coordinate with the accounts manager.
- Involve the Manager and/or Board of Directors as necessary.

**Floods and other emergencies**
- Work with Chief Engineering and maintenance staff to investigate situations.
- Work with restoration and insurance companies.
- Coordinate communication with unit owners and residents when necessary.
- Contact vendors for proposals and/or repairs as necessary.
- Provide Incident Reports to other staff members.

**Mechanical and Plumbing Situations**
- Work with Chief Engineering and vendors to investigate and resolve situations.
- Coordinate communication with unit owners and residents when necessary.
- Contact vendors for proposals and/or repairs as necessary.
- Provide Incident Reports to other staff members.
- Coordinate water shutdowns with staff, plumbers, unit owners, and retail spaces.

**The City of Chicago and Alderman Liaison**
- Tree issues.
- Police matters.
- Trash rebate program.

Other Owner Entities
- Produce invoices/billings for other owne

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