Assistant General Manager (Multi-Site Condos)

Responsibilities

Owner Relations

• Serves as a liaison between the owners and the Board of Managers to foster a positive and professional relationship.
• Handles all owner complaints expeditiously, diplomatically, and professionally, following up promptly on all issues.
• Assists owners with monthly billing inquiries, including reviewing charges, explaining assessments, and addressing concerns regarding financial obligations.
• Helps owners update their bank account information for payment processing, ensuring accuracy and compliance with payment policies.
• Tracks arrears and posts chargebacks as necessary, coordinating with finance teams to ensure timely and accurate resolution.
• Communicates with the Resident and Property Manager regarding work-order status to respond effectively to tenant inquiries.
• Processes resale, lease, and transfer applications in a timely manner, ensuring compliance with Board requirements.
• Processes, reviews, and coordinates owner alteration requests in conjunction with the Board-appointed Engineer and presents them to the Board for review and approval.
• Upon Board approval, tracks and enforces all provisions of the alteration agreements.

Financial Reporting & Accounting Support

• Assists in the preparation of monthly financial reports, including tracking budget variances and providing variance explanations.
• Reviews and reconciles monthly financials to ensure accuracy and compliance with budgeted projections.
• Monitors and tracks vendor payments, ensuring timely processing and adherence to contract terms.
• Processes invoices and liaises with the finance team to ensure proper documentation and approval workflows.

Additional Responsibilities

• Maintains organized records of all financial transactions, correspondence, and approvals related to owner accounts and property management.
• Supports administrative duties related to property management operations, including scheduling meetings, maintaining databases, and preparing reports.
• Collaborates with property management and Board members to implement operational improvements and enhance the owner experience.

Board Meeting Participation

• Attend and actively participate in in-person board meetings to provide updates, insights, and recommendations on property management matters.
• Engage in open dialogue with board members, addressing concerns, answering questions, and contributing to decision-making processes.
• Present regular updates on property management activities, financial performance, and ongoing projects to homeowners' associations and residents.
• Foster transparent communication to keep residents informed about community developments, policies, and any changes that may impact them.
• Communicate and implement new policies or rules discussed and approved during board meetings.
• Ensure residents are aware of and understand any changes, providing clarification as needed.
• Develop and implement crisis management strategies,