Association Operations Manager

2 days ago

Bloomington, United States FirstService Residential Full time
Office Manager Job Description

The Office Manager plays a vital role in the day-to-day operations of our residential community. Reporting to the Association Manager and FirstService Residential, this individual is responsible for overseeing the daily activities of the office, ensuring timely responses to resident requests, maintaining compliance with governing documents, coordinating maintenance schedules, and collaborating with on-site staff.

Responsibilities:
  • Accountability for delivering exceptional customer service, embodying the values of FirstService Residential: Do What's Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful.
  • Maintaining regular and punctual attendance to required shifts, meetings, trainings, and employment engagements to support position responsibilities and duties.

Effective Communication with Homeowners

  • Fostering a welcoming environment for residents, guests, staff, and vendors.
  • Addressing homeowner questions and concerns through timely responses to incoming calls and emails.
  • Communicating activities affecting homeowners via Connect, Email, Phone, Posting signs in message boards or bulletins.
  • Providing personalized communications regarding pertinent matters.
  • Ensuring clear communication between on-site staff and contractors.
Managing Building Information:
  • Maintaining accurate owner and renter information in Connect.
  • Distributing memos, letters, and newsletters via Connect.
  • Creating weekly or month-end reports as directed by the Association Manager.
  • Maintaining a calendar of building activities.

On-Site Staff Oversight (where applicable)

  • Serving as team leader of on-site staff.
  • Ensuring employees have necessary tools and resources to perform their work.
  • Conducting regular check-in meetings with on-site staff.
  • Communicating new procedures and policies to staff.
  • Ensuring staff procedures align with Board objectives, FirstService Residential management practices, and Association rules.
  • Coordinating building coverage during holiday, vacation, or sick time.
Building Maintenance:
  • Maintaining an annual maintenance calendar and updating as needed.
  • Reviewing maintenance checklists with Maintenance staff and Association Manager.
  • Gathering bids for major non-recurring projects or changes in recurring vendor contracts.
  • Coordinating day-to-day building maintenance issues with staff and/or vendors.
Contact and Advise Contractors Serving the Association:
  • Informing contractors of homeowner versus association responsibility.
  • Authorizing work as directed by the Association Manager.
  • Monitoring contractor compliance with Rules and Regulations.
  • Overseeing work to satisfactory completion.
Financial Management:
  • Submitting charge forms to the Association in a timely manner for charges and payments made by owners.
  • Reviewing and approving vendor invoices in Avid.
  • Understanding monthly financial reports.
  • Working with the Association Manager to provide information for the annual budgeting process.

Organize Payroll for On-Site Employees:

  • Reviewing hours submitted by building staff.
  • Overseeing and approving payroll in ADP.
Miscellaneous Duties/Projects:
  • Ordering supplies and services needed for the Association.
  • Maintaining an effective filing system for the office and shared files.
Security and Camera System:
  • Maintaining the secure key entry system and updating key records in the database and entry system.
  • Programming electronic key fobs and garage devices with unit and/or resident identity.
  • Preparing incident reports for incidents occurring in the building.

This role requires standing, sitting, walking throughout the property, lifting/moving up to 30 lbs., and using a keyboard. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. The salary range for this position is $28-$30 per hour.

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