General Manager

3 weeks ago

Providence, Rhode Island, United States The Dartmouth Group Full time
Job Title: General Manager

As a General Manager with The Dartmouth Group, you will be responsible for the day-to-day administration of our community, facilities, and financial management activities. This role requires a strong leader who can promote community harmony and satisfaction, while also ensuring the smooth operation of our community.

Key Responsibilities:
  • Train, mentor, and supervise all personnel in accordance with TDGs policies and procedures.
  • Participate in the hiring and termination of employees in accordance with TDGs policies, procedures, and the employee handbook.
  • Work with the concierge company to elevate services and resident experience.
  • Prepare and process all site-related paperwork, including inspection reports, management reports, invoice processing, time sheets, absence requests, etc.
  • Interact with community owners and respond to problems, concerns, and inquiries.
  • Ensure that all calls are acted upon and that follow-up and action taken is properly recorded and reported.
  • Attend all monthly board meetings as per contract.
  • Prepare Notice of Meeting, Agenda, and monthly Managers Report for inclusion in monthly information package for board meetings.
  • Prepare Notice of Meeting, Agenda, Proxies, Ballots, Sign-in sheets, and associated handouts for the Annual Meeting of Unit Owners.
  • Administer all procedures relating to the enforcement of rules and regulations and violation correspondences.
  • Scan and upload all paperwork into the appropriate filing areas within the property management system.
  • Prepare all correspondence to unit owners.
  • Follow up on delinquencies per Board and Management Company direction.
  • Adhere to all property policies and procedures and maintain all information in companys management systems, as directed.
  • Create a calendar of events to keep track of important contract and insurance renewal dates.
  • Work harmoniously with the established committees to accomplish the goals of the community.
  • Keep up to date on local affairs and attend meetings as needed.
  • Work with the City on matters that could impact WP operations.
Financial Management:
  • Prepare operating budgets WPI, WPM, and WPG.
  • Interact with home office staff (Team Leader and Accounting staff) and Board(s) to ensure proper analysis and recommendations as to final annual budget.
  • Approve all purchases of supplies and equipment as allowed in budget and according to allocations.
  • Approve expenditures in accordance with the budget.
  • Review monthly financials.
  • Make recommendations to Board as to anticipated shortfalls and/or excess funding by budget line item.
  • Assist in monthly projections and forecasts.
  • Create a monthly variance report to be included along with the monthly financial statement in the monthly board meeting package.
  • Keep track of investments and alert Board of expiring investments.
Facilities Management:
  • Patrol the grounds and common areas for cleanliness and needed repairs.
  • Ensure that proper maintenance standards and by-laws, as well as rules and regulations, are met.
  • Conduct periodic community inspection of the physical plant, noting deficiencies and oversee any deed restriction/rules and regulations enforcement.
  • Take necessary action within budget and/or authority granted by Board.
  • Schedule, oversee, review, and assess Reserve Study.
  • Receive maintenance requests from residents and create, authorize, update, and complete maintenance work orders in BuildingLink.
  • Place orders, when authorized, for all maintenance and cleaning supplies, materials, and equipment.
  • Prepare bid specifications and RFPs and contract administration.
  • Prepare contracts for signing by the Board.
  • Supervise all employees and contractors to insure maximum efficiency and compliance with specifications.
  • Coordinate landscaping needs with landscape vendor/consultant and follow up to see that projects are complete.
  • In winter, manager will be responsible for supervising the snow removal process.
  • Manager will ascertain that walks and sidewalks are free of snow and ice, patrol parking areas, and salt as needed to keep property in a safe condition.
  • In spring, summer, and fall, manager will be responsible for supervising the landscaping process including installing and maintaining seasonal decorations.
  • Create an annual calendar of events for preventive maintenance matters.
  • Manage the physical property by implementing a proactive approach versus a reactive approach.
Insurance Management:
  • Create a disaster preparedness plan in the event of emergencies.
  • Perform property inspections while keeping the safety of its residents and limitation of liability risks in mind.
  • Administer the insurance renewal process.
  • Administer the insurance claim process including but not limited to notifying the insurance agent, meeting with adjuster for inspections, communicating the claim process to the unit owners, negotiate and communicate estimates of damages to those unit owners involved.
  • Process disbursement of funds.
Additional Requirements:
  • All other tasks may be directed by management.
  • GM is required to attend Board Meetings in the evening.
  • In addition, the Manager should be available to oversee and provide guidance during after-hour emergencies.
  • On-call maintenance personnel will tend to emergency calls but in some cases, the Manager may need to be involved.
Qualifications:
  • A can-do attitude with a sincere commitment to the position.
  • Solid arithmetical skills needed to draft complicated budgets and properly code, approve, and allocate expenditures according to proper entities.
  • A focus and appreciation for client satisfaction.
  • Strong leadership skills and an ability to promote community harmony and satisfaction.
  • Superb communication skills, both oral and written.
  • A thorough understanding of condominium management operations with an emphasis on contract and vendor management.
  • Ability to think analytically; ability to read and interpret condominium documents, contracts, proposals.
  • Ability to read and interpret financial statements (P&L, Balance Sheet, General Ledger) with a critical eye.
  • Excellent computer skills with Web-based applications and Microsoft Office.
  • Ability and desire to learn.
Experience:
  • A minimum of three years of hands-on condominium community management experience is highly favorable.
  • Experience managing luxury high-rise concierge communities is a plus.
  • Solid knowledge of facilities and strong customer service skills are preferable.

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