General Manager

About the Role

At Seabreeze Management Company, our motto is “People, Performance, Passion,” and we live that motto every day. By continually improving the service we offer our customers and providing our team with the resources they need, we create communities. The General Manager acts as a compass of our motto, overseeing the entire homeowner association under the guidance of the Seabreeze Board of Directors. With sound industry knowledge, the General Manager implements best practices and achieves new levels of personalized service across accounting, personnel, Association CC&Rs and Bylaws, inventory, procurement, contract relations, association maintenance, and safety practices.

Responsibilities

Administration

• Oversee office staff, vendors, and suppliers to attain Association goals as established by the Board of Directors.
• Draft correspondence in response to Board of Directors policies and other communications pertaining to the Homeowner Association.
• Direct and organize all office operations and work efforts/schedules for office staff.
• Ensure adequate insurance coverage for the Association as stated in governing documents and review coverage as necessary.
• Establish and maintain contact with the Association’s general counsel under Board guidelines.
• Review and approve employee timesheets and maintain personnel files, including vacation and sick leave records.

Budgeting

• Assist with the creation of the Association’s annual operating and reserve budgets in conjunction with the Board of Directors, Finance Committee, and Management Company.
• Analyze and research probable operating and reserve increases or decreases for specific expense and income items.
• Provide written justifications for budgetary increases or decreases to the Board of Directors.
• Provide budgetary trends and historical comparisons in the Association’s annual budget.
• Review and monitor all Association budget accounts throughout the year to adjust for variances and seasonal changes.

Procurement

• Ensure proper accounting and reconciliation for work and change orders.
• Prepare and maintain a vendor list for the Association, ensuring three vetted and qualified vendors for each area: carpentry, concrete, electrical, structural and geotechnical engineering, project management, landscaping (annual maintenance contracts), tree maintenance, and plumbing.

Contract Relations

• Draft specifications for Requests for Proposal under the direction of the Board of Directors.
• Review and monitor open Request for Proposal requirements requiring Board approval.
• Provide the Association’s general counsel with draft bid proposals for review before Board presentation.
• Accept contracts per specifications upon Board approval.

Accounting

• Review and ensure the Financial Manager verifies journal entries via monthly unaudited financial statements.
• Review and approve Association checks for payment of invoices, ensuring appropriate budget line items are used.
• Provide recommendations to the Board of Directors on effective use of financial resources and expenditure prioritization.
• Monitor delinquent Association Member accounts with Accounts Receivable and ensure adherence to the assessment collection process.
• Monitor receipt of monetary payments for amenity and access items (e.g., key fobs).
• Ensure timely receipt of monthly unaudited financial statements for review by the Association’s Treasurer.

Maintenance

• Review, plan, and schedule maintenance for Association common areas and amenities.
• Assess the overall condition of Association property and amenities with the Maintenance Committee, gather observations, and provide recommendations to the Board.
• Confer with vendors and contractors to address and resolve issues related to contracted projects.
• Advise the Board of Directors on vendor/contractor issues and follow Board guidelines for resolution.
• Inspect and investigate unsafe vendor/contractor practices and conditions, resolving as needed or recommending action to the Board.

Association Office

• Pre-screen and interview prospective employment candidates.
• Train and supervise new and existing employees.
• Terminate employees when needed, following Management Company policies.
• Conduct position and wage research to ensure competitive wages, hours, and working conditions.
• Provide guidance and job development to employees on work practices, performance, and policies/procedures.
• Conduct annual performance appraisals and provide recommendations on salary actions.

Requirements

• Minimum of 5 years of community association and/or property management experience.
• 5 years of supervisory experience; effective in motivating and building strong teams.
• Ability to coordinate multiple projects, use time management skills, and exercise independent judgment.
• Intermediate mathematics as well as strong written and oral communication skills.
• Strong internal/external customer relation skills to communicate with all levels of management, employees, homeowners, and stakeholders.
• Ability to work with confidential/sensitive information and use diplomacy and discretion.
• Effective follow-up skills and professional business image.
• Organizational, planning, project management, time management, and problem-solving skills.
• Ability to handle priorities and deadlines and meet scheduling/attendance requirements.

Qualifications

• High School Diploma or equivalent required; Bachelor’s degree preferred.
• CCAM® or CMCA® designations desired.

Work Environment

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.