Position Summary
Under the direction of the Community Association Board of Directors, the Site Manager is responsible for the overall operation of the Queen’s Gate property, and the day to day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained property within established management operating and fiscal policies and assuring compliance with all regulatory agencies. This includes maintaining a safe environment for all residents, assuring the project's sound fiscal management, ensuring well-maintained facilities and grounds, interacting with and supervising vendors, and working with the Board of Directors.
The Site Manager must relate well to people, must exercise good judgment and discretion in dealing with residents, visitors, vendors, and board members. The Site Manager is required to provide leadership and is expected to function independently and be responsive to the residents, vendors, and visitors to the property.
Reports to: Association Board Of Directors
Supervises: no supervisory responsibility
Wage Status: Exempt (ineligible for overtime)
Job Responsibilities:
Physical Asset and Maintenance
1. Supervises all vendors, contractors, and other providers of service to the property, whether paid or volunteer, to ensure completion and quality of product provided.
2. Performs routine maintenance and light janitorial work and completes regular follow up inspections on maintenance and janitorial work.
3. Prepares preventative maintenance checklists by day, week, month or year, ensures the completion of tasks on the checklists in a timely manner.
4. Performs continual informal inspections of the property to ensure that it is being properly maintained, that mechanical devices are in working order, and that the environment is safe and attractive.
5. Inspects exterior and interior common areas of the property monthly using approved checklist.
6. Performs quarterly inspections of Queen’s Gate residential properties.
7. Prepares list of capital replacements required or anticipated, when applicable, and submits to Property Management Company Agent and Board of Directors in advance of budget preparation.
8. Prepares inventory of building contents, tools and equipment annually or as requested, and forwards to Property Management Company Agent for review.
9. Bids out and recommends contractors, negotiates contracts, and monitors day-to-day contractor performance to assure full compliance with standards established within the contract.
10. Prepares written recommendations and correlate plans for physical repairs and/or replacements, improvements, supplies, material and equipment to Property Management Company Agent.
11. Ensures adherence to all maintenance requirements of Queens Gate Community Association.
Resident Management
1. Attends and participates in outside or in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc. as required by the needs of Queens Gate Community Association (QGCA) and as directed by the Property Management Company Agent to enhance the sense of community at the property and to enhance the public image of the property.
2. Promotes harmonious relations among residents, vendors, the Property Management Company and board members of the QGCA.
3. Develops a sense of community among property residents by maintaining good resident-to-resident relationships, site manager-to resident relationships, site manager-to-board member relationships, and nurturing positive interactions and activities at the property.
4. Responds to all resident requests or complaints in a timely, efficient and courteous manner.
5. Receives work order repair requests, schedules repairs, and properly completes repairs.
Financial Reporting and Control
1. Maintains all necessary financial records and files in good order.
2. Completes daily deposits of all monies collected.
3. Uses and submits required documents when making purchases for the property.
4. Provides initial draft of the annual site budget requirements by the annual deadline.
5. Maintains compliance within the budget during the fiscal year in order to ensure the fiscal integrity of the project under the direction of the Property Management Company Agent.
6. Completes a Monthly Progress Report
7. Completes and submits to the Board President and to the Property Management Company Agent within 24 hours, any incident that occurs on the property out of the ordinary or which could become an insurance claim or lawsuit.
8. Adheres to all accounting and reporting procedures required by the Property Management Company Agent.
Administration
1. Processes and maintains all resident documents and forms including resident cards, electronic access codes, etc.
2. Manages the day-to-day administration of the property office, including answering the mobile phone during normal business hours; interacting with residents in a courteous and professional manner; invoice processing and management; and handling resident inquiries and concerns. Ensures the office is clean and well organized, and that it is presentable to the public.
3. Adheres to QGCA performance standards.
4. Exercises common sense, good judgment, consistency and self-control in day-to-day contact with residents and in other business-related matters.
5. Ensures consistent application of CC&Rs and House Rules and addenda. Documents and reports all violations in the property log.
6. Ensures proper maintenance and storage of property files and records.
7. Collects, analyzes and reports any statistical data as requested to provide an accurate and current assessment of the property and its needs.
8. Ensures that any emergency that may arise on site is responded to promptly and is available in this event. Completes incident reports and forwards to Property Management Company Agent within 24 hours.
9. Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdictions.
10. Attends trade association meetings and seminars to keep up to date on trends and changing conditions, as requested and/or required by the Property Management Company Agent.
11. Communicates all problems and resolves them or makes recommendations to the Board President and Property Management Company Agent.
12. Manage reservations, deposits, and fees for all common areas.
Other Property Management Tasks
1. Provides direct assistance and direction during after-hours emergencies, as needed.
2. Schedules and supervises inspections where appropriate and ensures accompanying paperwork is completed.
3. Attends monthly BOD meetings.
4. Performs other activities or tasks not outlined above as assigned by Property Management Company Agent to ensure the viable operation of the property.
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. The essential duties listed herein include and are not limited to the following:
EDUCATION and/or EXPERIENCE
High school graduate or GED; Bachelor’s Degree (BA) from a four-year college or university a plus; or two years experience in managing projects, materials and information; or equivalent combination of education and experience. Basic ability to understand blueprints, contracts, and contracting.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating maintenance instructions, and procedure manuals and to write routine reports and correspondence. Ability to speak effectively present information before groups of residents and board members of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide, using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent. Willingness to learn to prepare and review annual budgets.
REASONING ABILITY
Ability to solve financial, maintenance and people problems logically and creatively with minimal supervision or direction. Ability to interpret a variety of instructions and directives furnished in written, oral or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
Must have reliable automobile transportation, a valid Hawaii Driver’s License and insurance. ARM certification preferred.
Pay: $75,000.00 - $95,000.00 per year
Benefits:
Work Location: In person
