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Assistant General Manager
2 months ago
> > Assistant General Manager **Assistant General Manager**
Summary: The Assistant General Manager's primary responsibility is the support and promote the overall care of the physical plant, supervision of the personnel and service contractors of the condominium, oversight of the day-to-day business of the condominium in accordance with the values, governing documents, policies, and management plan. The Assistant General Manager Supports the General Manager in setting the tone for the team, leading by exemplifying, mentoring on, and promoting The Philadelphians organizational culture. Posted Date: 3/11/2021 Job Location: Philadelphia, PA Position Type: Full-time Description: The Philadelphian, an award-winning condominium, located in the Fairmount section of Philadelphia, seeks an Assistant General Manager to work with the Management Team to enhance the living experience for our residents. The ideal candidate possesses exemplary communication, leadership and organizational abilities. This position requires a high level of emotional intelligence. The candidate must be able to manage multiple tasks in a fast-paced environment, and has demonstrated the ability to understand, support, and promote principles and vision. Candidates with hospitality experience and/or CAI/IREM designations preferred. Salary and Benefit Package is very competitive. We are an Equal Opportunity Employer. **Summary/Objective** The Assistant General Manager's primary responsibility is the support and promote the overall care of the physical plant, supervision of the personnel and service contractors of the condominium, oversight of the day-to-day business of the condominium in accordance with the values, governing documents, policies, and management plan. The Assistant General Manager Supports the General Manager in setting the tone for the team, leading by exemplifying, mentoring on, and promoting The Philadelphians organizational culture. The Assistant General Manager is responsible for working closely with the General Manager to carry out the policies and directions of the Board of Directors. He or she is supervised directly by the General Manager and acts as General Manager in that persons absence. Core Competencies
* Strong written and verbal communication skills
* Excellent customer service skills
* Emotional intelligence
* Critical thinking abilities
* Organizational abilities
* Leadership skills
* Self-motivated
* Learning Bias
* Knowledge of community association management or capability to swiftly gain such knowledge
Essential Functions Resident & Unit Owner Services
* Oversee process of resident communications and resolution of issues in coordination with the Community Coordinator. Serve as primary contact and resource for residents and owners regarding general information and non-routine issues brought to the attention of management.
* Confirm timely communication of welcome information to all new residents and owners, receipt of settlement and copies of leases.
* Oversee Produce and distribute scheduled community updates in conjunction with the General Manager.
* Review, edit, and otherwise assist with community communications as needed.
* Assist Committees with coordination of activity and projects.
Team Leadership and Supervision
* Assist the General Manager in coordination of work and meetings with Department Heads and other team members.
* Actively monitor and participate in the supervision of team members providing customer services to residents and guests including management office reception, lobby desk, door, dock and garage.
* Supervises Department Heads and team members in the absence of, and at the direction of, the General Manager.
Administrative
* Maintain electronic and hard copy files including, but not necessarily limited to, copies of all contracts, reports, correspondence, notices, schedules, meeting minutes, management reports, governing documents, budgets, audits, and other documents as needed in a safe file at the site office.
* Maintain hard and electronic copy files in accord with the condominium records retention policy, archiving records electronically as much as possible.
* Assist in the preparation of Board meeting packages on a schedule set by the Board.
* Attend all meetings of the Board of Directors.
* Attend other committee meetings or other community events as directed or needed. Board of Directors.
* Facilitate the prompt payment of all invoices by coordinating this function with vendors and Department Heads. Invoices are to be coded to proper general ledger account, approved for payment after verification of delivered goods and services, and forwarded to the General Manager for final approval.
* Review monthly accounts receivable reports to maintain awareness of status and assist in ensuring administration of collections processes and policies.
* Assist in the collection of documentation as may be necessary to facilitate annual audits.
* Facilitate full utilization of database and maintenance software by all necessary team members.
* Assist with capital project planning and project administration as needed and directed.
* Administer covenants compliance program and provide periodic review and recommendations for program and policies as may be needed from time to time.
* Assist in the development and administration of master calendars of events for the condominium, including, but not limited to administrative events and projects, maintenance, condominium activities, tasks of the Board of Directors, and renewal of contracts and facilitate completion of items per plan as assigned.
* Work with the General Manager to assist in the preparation of the annual operating and budgets during the condominium's annual budget adoption process.
* Facilitate advertising for open positions and pre-screening process for candidates in coordination with General Manager and Department Heads.
* Assist as necessary with the purchase of supplies, materials, and equipment within the prescribed limits as set by the Board of Directors.
* Assist as needed with renewal of all required licenses and permits.
* Assist with the administration of master insurance claims as needed.
* Create, review, edit, update, and administer as may be necessary office operations manuals, front desk manual, emergency response plan, and other documentation as necessary for the smooth operation of the property.
* Coordinate as needed to update documentation required for resale disclosure packages in accordance with prevailing law and in conjunction with direction from association counsel.
Property & Physical Plant
* Conduct full inspections of the property twice annually, producing written reports including summary of conditions noted and actions required to address deficiencies. follow up to facilitate actions as needed.
* Inspect specific conditions brought to the attention of management, or cause inspection of specific conditions, in coordination with the General Manager and team members.
* Advise the General Manager of maintenance and repair needs of all buildings and grounds as they arise and provide recommendations on how to complete the work required and communicate as required.
* Assist in the scheduling, coordination, and supervision of contracted services as required in accordance with approved service contracts and to handle repairs as may be required.
* Assist in the development and facilitation of requests for proposals (RFPs) as needed and directed by the General Manager.
* Assist as needed with the monitoring and reporting on performance of the preventive maintenance program.
Qualifications
* A minimum of three years of experience in a similar position community association or property planning, operation, and management.
* Successful completion of requirements and attainment of the professional designations of one or more designation from the Institute of Real Estate
