Assistant Property Manager Luxury Residential

Job Summary

The Assistant Property Manager (APM) supports the General Manager and works with all onsite employees. This position schedules employees, manages daily operations, delivery logistics of packages and performs relevant duties as assigned by the GM. Overseeing the concierge desk and team, the AGM will ensure all homeowner concerns and communications are monitored and receive a timely response.

The AGM actively contributes to the cleanliness and organization of the building, ensuring all back of house, storage and utility rooms are clean, safe and secure. Additionally, the AGM will cause the proper supply and cleanliness of all amenity areas.

When appropriate, the AGM will attend board meetings and support the AGM in accumulating material for presentation to the board and homeowners. If requested, the AGM will take minutes of all board meetings in the absence of a Secretary from the board.

Job Duties and Responsibilities

Safety

        Manage functionality of all Emergency and Fire Safety systems and procedures throughout the property. Ensure all emergency phone tree contacts within each Property Emergency Manual are current with valid contact information.

        Have all employees fully trained on emergency responsiveness.

        Monitor timely building infrastructure inspections with local code enforcement and the Fire Marshall.

Employee Morale

        Provide support management in general operations of the property.

        Foster a positive workplace environment with clear lines of communication.

        Develop career engaged employees in their professional learning and advancement.

        Work collaboratively with property and regional management, regarding any employee issues as they develop.

        Orientation and onboarding of all new employees.

        Coaching, counseling and discipline, working with the GM and HR, of employees as appropriate.

        Issue, receive and review all hourly employee shift checklists daily. Report to GM on any trends.

Board Meetings

Ž        Attends board meetings as requested, taking meeting minutes if needed. Provides update to the boards on projects assigned to the AGM.

Ž        Assists the GM in preparation for the annual meeting and open board election process incorporating:

§  Notice of meeting/election per Governing Docs

§  Call for candidates

§  Distribution of proxy ballots

§  Coordination of candidate bios and introductions

§  Preparation of annual meeting slide deck, in cooperation with each board officer

§  Promote casting of ballots and meeting attendance in advance, seeking to meet quorum

§  Pre-meeting proxy ballot count

§  Coordinate meeting process

§  In-meeting final ballot count

Ž        Assist GM with any follow up committee work and support as assigned by the GM

Financial Management

• Process and properly code all invoices from vendors and service provides via StrongRoom
• Verify and process all employee time cards per pay period
• Oversee timely and accurate ADP payroll processing each pay period
• Assists GM with review of monthly financial reports, and provide explanations when relevant
• Assists GM with the preparation of a draft annual operating budget for board’s review and approval, according to the Governing Docs
• Assists GM with capital project expenditure tracking and G/L coding

Facility Management

•         Monitor work order process for open items, with follow through to completion
•       Monitor BuildingLink communications
•         Meet and direct contractors and service providers on site as needed
•         Review, learn and monitor the annual Reserve Study process, budget and                    execution
•        Walk all amenities, grounds and BOH areas on a daily basis, making corrections           and recommendations

Administration & Operations

• Responsible for maintaining a consistent level of cleanliness throughout the property.
• Ensures onsite employees are in uniform, name tag with appropriate hygiene and grooming.
• Provides training and resources for employees to conduct their duties with reasonable ease.
• Establishes performance accountability by department that is documented regularly.
• Assists GM with bid solicitations on projects and service agreements as assigned.

Communications

•  Assists GM with generating information on weekly BOD update
•  Assists GM on monthly communication to all homeowners
•   Support concierge team in handling concerns, requests and problems successfully

Knowledge and Skills

        Strong track record of increasing Employee Engagement and Satisfaction through a hands-on collaborative leadership style

        Responsiveness to GM, board and homeowners

        Professional verbal and written communication skills

        Confidentiality and discretion in the performance of all duties and responsibilities.

        Entry level knowledge of Accounting, Financial statements and Managerial reports.

        Proficiency with Microsoft Office Suite of product (WORD, Excel, Outlook, etc.)

        Detail orientation with a sense of urgency

Education and Experience

        Bachelor’s Degree preferred.

        1-3 years of department level management experience at property level.

        Prior supervisory experience

Working Conditions

        Typical office environment

        On-site tours of existing buildings

        Construction sites

        Light travel will be required

        Ability to attend evening HOA board meetings

        Adherence to Covid-19 sustained protocols, while enforced