Overview
Responsible for overseeing all operational, administrative, and maintenance activities within the Mauna Luan community. Works with the Board of Directors and Management Company on financials including budget development and monitoring, and reserve studies. Ensures the property is well-maintained, residents are satisfied, and the Board of Directors’ policies and objectives are carried out effectively. Develops a culture of accountability and continual improvement across all functions. Recommends projects and staffing. On call for emergencies.
Responsibilities
Operations
- Oversees daily operations. Ensures office, maintenance, grounds, and security are delivering services in a timely, accurate and professional manner, meeting deadlines and requirements.
- Ensure that operating expenses are minimized with a preventive maintenance program and competitive corrective maintenance contracts.
- Develops departmental metrics that provide transparent communication and form the basis for continual improvement. Review with teams weekly, and implement corrective actions.
- Maintain compliance with all applicable building codes, life safety requirements, and federal, state, county and city ordinances and requirements.
- Performs the necessary duties for emergency situations such as fire, fire alarms, hurricanes, and other possible emergencies.
- Maintains a high level of fiscal responsibility. Ensures accurate timekeeping and invoice processing.
- Proficiency in digitization and workflow automation.
Employee Management
- Oversee the Administrative Assistant, the Maintenance Manager and their custodial, landscape and maintenance staff as well as the Security Supervisor and their staff, including rules enforcement.
- Responsible for employee recruitment, policies and performance evaluations.
- Updates and develops standard operating procedures (SOPs) for direct reports. Works to ensure supervisors have SOPs for their teams.
- Identify needs for and conduct staff training.
- Ensures compliance with all of the organization’s policies and procedures as well as state and federal laws and regulations.
Property and Project Management
- Conduct physical inspections, report issues, recommend and prioritize repair and replacement needs.
- Manage in-house and vendor-contracted projects, including proposals and bids, negotiations, engagement, scheduling, change orders, managing scope and budget.
- Establish and maintain a comprehensive work order process.
- Schedules and coordinates repair and capital projects, internal and contracted vendors. Recommends approaches and priorities for projects.
- Works with Management Company and Legal Counsel as needed.
Resident and Board Engagement
- Responsive to resident inquiries and issues through written and verbal communication.
- Participates in Board meetings with written updates on project schedules, corrective and preventive maintenance, residential issues, and staffing needs. Assists with setting agenda.
- Develop recommendations for goals and action plans to achieve board objectives.
- Keep apprised of current condo laws and issues through continuing education.
- Responds to and documents incidents, issues and concerns, seeking guidance as needed to reach solutions.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
- BA or BS in Business or a related field or equivalent experience.
- 5 or more years relevant experience in condominium management or similar field.
- Prior experience as a General Manager.
Required Competencies
Communication Skills
- Communicates effectively, both verbally and in writing.
- Recognizes the need to speak carefully and professionally as a representative of the Mauna Luan.
- Utilizes discretion and tact for sensitive and confidential matters.
Interpersonal Skills
- Demonstrates sensitivity towards individuals with diverse backgrounds and points of view.
- Engages and builds positive relationships with residents and those outside the Mauna Luan to achieve positive results for our residents.
- Encourages people to work together.
- Accepts suggestions and constructive criticism to strengthen capacity and understanding.
Continuous Learning
- Continues to seek learning opportunities and integrates knowledge into work practice and personal development; shares knowledge willingly with others.
- Works with others to gain knowledge; learn from others’ experiences and expertise.
- Completes necessary training and education to ensure the organization’s effectiveness.
Productivity/Efficiency
- Performs Essential Functions and Required Competencies with minimal supervision.
- Recognizes own personal and professional limitations and seeks assistance as required.
- Identifies, organizes and prioritizes workload, tasks and schedules. Disseminates information to appropriate parties.
- Independently conducts follow ups to ensure timely completion and compliance.
- Understands and summarizes activities and actions into concise data.
- Recognizes situations that require tact, confidentiality or acknowledgement.
- Insights on resources/contacts and attempts to broaden base.
- Acts as a resource person to all staff and the Board regarding Mauna Luan policies, procedures, governing documents and strives for adherence.
- Uses standard office equipment, including a computer, monitor, printer, telephone, facsimile machine, calculator, copier and shredder.
Problem Solving
- Demonstrates strong analytical capabilities to solve problems and execute projects.
- Identifies and articulates issues. Provides suggestions and recommendations that are realistic and practical towards resolution or completion.
- Courteously and professionally works with staff and vendors to resolve problems.
- Analyzes problems and develops strategies for resolution.
Computer Skills
- Proficiency in MS Office Suite, including MS Word, Excel, PowerPoint, and Outlook; and Google Workplace, including Google Docs, Drive, Gmail and Calendar. Proficiency in online meeting platforms such as Teams, Zoom, and Google Meet. Will also need to use and guide development of our Condo Control web portal.
Physical Demands
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is regularly required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, climb or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment
While performing their essential functions, employees are occasionally exposed to the following conditions:
- Air conditioned office environment
- Indoors without air conditioning
- Outdoors—all types of weather
- Hazardous materials
Schedule
- Core business hours of Mon to Fri 8 to 5 and Sat 9-12
- Monthly and Annual Board Meetings in the evenings
- Special and other meetings as needed
The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Reasonable accommodations may be available to individuals with disabilities. The Mauna Luan AOAO Board has the right to add to, revise, or delete information in this description.
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
