Assistant General Manager

Job Responsibilities

• Carry out policies and procedures of the customer and FirstService Residential concerning safety, administrative requirements, standards, practices and work methods.
• Work under tight deadlines and consistently meet deadlines.
• Work extended hours and weekends based on project requirements.
• Exhibit professionalism, professional attire and demeanor at all times.
• Prepare for, attend, and perform all follow-up to Architectural Review Committee (ARC) meetings and Approval Committee meetings as designated by the General Manager.
• Perform routine building walk-through to check for violations and create work orders.
• Create resident communication/flyers to be posted in elevators, bulletin boards or other areas.
• Respond to emergency situations in a timely, calm, and efficient manner.
• Take client calls and manage work order process, vendors, and client issues and follow up on all complaints/issues.
• Oversee and manage resident requests, work orders and correspondence on community website(s).
• Keep track of inventory of office supplies and reorder as necessary.
• Responsible for money collected from shareholders and residents.
• May be required to code invoices to appropriate GL categories.
• Produce requested reports for Board packets in a clean, orderly, and professional fashion.
• Organize and maintain all homeowner and administrative files & perform annual Corporation file cleanout in accordance with company standardized hard copy and electronic system.
• Maintain an organized workspace according to company procedures.
• Keep voicemail up to date, including setting out-of-office email and voicemail greetings, when out of the office.
• Works collaboratively with General Manager on any special requests, i.e. administrative work, mailings, special projects, etc.
• Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential Standards of Operation.
• Act as a backup when General Manager is on vacation, sick days, or out of office.
• Consistently and regularly attend work.
• Practice and adhere to FirstService Residential Global Service Standards.
• Always conduct business with the highest standards of personal, professional, and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and meet schedules.
• Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform or assist with any operations as required to maintain workflow and meet schedules.
• Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks, and other related duties as assigned.

  Skills & Qualifications

  • Proficient in English
  • Excellent general math skills
  • Certified Community Association Manager preferred
  • Demonstrate effective communication skills consisting of verbal, written, and listening skills
  • Excellent customer service background/skills and maintain a positive, can-do attitude
  • Must be able to attend and actively participate in evening meetings as required
  • Must be knowledgeable and adept with computer programs needed for specific positions
  • Must have minimum typing speed of 30 WPM
  • Basic knowledge of Microsoft Applications, especially Outlook, Word, and Excel
  • Command of information system hardware/software is preferred
  • Requires driving; must have a valid driver's license and state mandated vehicle insurance
  • Able to quickly and easily navigate the property/building as required to meet the job functions

  Education & Experience

  • High school diploma or equivalency required
  • College level courses in business or hospitality preferred
  • Two (2) to three (3) years of business experience preferred
  • Experience in HOA management preferred
  • CMCA credentials plus

  Physical Requirements & Working Environment

  • Ability to lift 30 – 50 lbs
  • Work in an upright standing or sitting position for long periods of time
  • Handle, finger, grasp and lift objects and packages
  • Reach with hands and arms
  • Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time

  About Us

  FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

  Disclaimer

  The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time. FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.