Office Manager

Job Overview:

The Office Manager, under the direction and supervision of the Association Manager and FirstService Residential, is responsible for supervising the daily operation of the Association. This includes but is not limited to running the Association office, responding to residents’ requests in a timely manner, ensuring compliance with the Association’s governing documents, coordinating a maintenance schedule (daily/quarterly/annual), and working with on-site staff. The Office Manager’s schedule is Monday-Thursday 8:00 a.m.-2:30 p.m. allowing for a 30-minute lunch.

Your Responsibilities:

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Accountability for Servicing Customers:

• Accountable for servicing customers with a focus on the values of FirstService Residential: Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful.
• Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties. Any alterations to the required schedule must be reviewed and approved, in advance, by your supervisor.

Communication with Homeowners about Building or Association Issues:

• Foster a welcoming and friendly environment for homeowners, staff, and vendors.
• The Office Manager is the central on-site contact for addressing homeowner questions and concerns and will answer all incoming calls and emails in a timely and professional manner.
• Communicate with homeowners about activities in the building that may affect them via Connect, Email, Phone, Posting signs in message board/bulletin board/elevator.
• Provide individualized communications to homeowners about pertinent matters.
• Ensure that on-site staff and contractors communicate with homeowners in a clear manner.

Manage Building Information:

• Maintain all owner and renter information in Connect.
• Distribute memos, letters, and weekly Newsletter via Connect.
• Create a weekly or month-end report as directed by the Association Manager.
• Create weekly project status reports for long- and short-term projects.
• Maintain a calendar of building activity.
• Coordinate move-in of new tenants and support unit owners in assisting lessees as they acclimate to the Association, as per Rules and Regulations, electronic fob, and garage card, etc.
• Maintain a secure key entry system by keeping all key records updated in the database and in the entry system.
• Ensure that information utilized by other staff is kept current.

Oversee/Facilitate On-Site Staff:

• Perform the role of team leader for staff.
• Ensure that employees have the necessary tools and access to necessary physical and informational resources to do their work.
• Conduct regular “check-in” meetings with the on-site staff.
• Communicate new procedures/policies to staff.
• Ensure that staff procedures and performance are consistent with objectives of the Board of Directors, FirstService Residential management practices, and the rules of the Association.
• Coordinate appropriate coverage of Office and Building Maintenance Caretaker for holiday, vacation, or sick time.

Building Maintenance:

• Maintain an annual maintenance calendar and update as needed.
• Review maintenance checklists with the Maintenance staff and Association Manager.
• Communicate with vendors and schedule annual services.
• Maintain a Vendor List.
• Gather detailed bids as directed by the Association Manager or Board for major non-recurring projects or for requested changes in recurring vendor contracts.
• Coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting the project.
• Write Work Orders for On-Site Maintenance Tasks.
• Advise homeowners on issues of homeowner versus association expenses.
• Ensure cleanliness and condition of the building and surroundings by walking the property interior and exterior weekly and initiating necessary action to correct conditions.
• Ensure compliance and safety as it pertains to all applicable procedures, including building safety and emergency procedures.
• Conduct quarterly safety walk-throughs utilizing a checklist and coordinate any issues with the corporate Safety Committee.
• Work with the Association Manager on larger maintenance projects.
• Communicate deficiencies in need of attention.

Contact and Advise Contractors Serving the Association:

• Advise contractors of homeowner versus association responsibility.
• Authorize appropriate work as directed by the Association Manager.
• Monitor contractor compliance with the Rules and Regulations.
• Oversee work to its satisfactory completion.
• Advise the Association Manager when non-routine problems occur or work is not satisfactorily completed.

Financial Management:

• Submit charge forms to the Association in a timely manner for charges and payments made by owners.
• Review and approve vendor invoices in Avid.
• Understand and review monthly financial reports.
• Understand the annual budget and reserve plan.
• Work with the Association Manager to provide information for the annual budgeting process.

Organize Payroll for On-Site Employees:

• Review hours submitted by building staff.
• Oversee and approve payroll in ADP, make corrections when necessary.

Miscellaneous Duties/Projects:

• Place orders for supplies and services needed for the Association.
• Create/maintain an effective filing system for the office and shared files.
• Work on miscellaneous projects, as necessary or as requested by the Association Manager.
• Work on miscellaneous duties and tasks as necessary for proper operation of the building.

Security and Camera System:

• Maintain and manage the secure key entry system, including updating key records in both the database and access control system.
• Program electronic key fobs and garage remotes with appropriate unit and resident information.
• Order additional fobs and garage cards well in advance of running out.
• Ensure performance of camera monitoring system and educate staff on system capabilities.
• Record incident retrievals.
• Use camera views to assist in managing the building and adjust views when necessary.
• Calibrate clocks on all cameras for accuracy.
• Prepare incident reports for incidents that take place in the building.
• Take pictures of the incident as soon as possible.
• Contact the security vendor when necessary for security system tweak, and for questions, requests, and additional training.

Meetings:

• Attend monthly Board meetings as well as the Annual meeting.
• Assist Association Manager in preparing Board packets.
• Post approved agenda.
• Draft meeting minutes if needed.
• Follow up with Association Manager to coordinate action items.

Oversee Unit Leasing Compliance:

• Distribute Leasing Requirements paperwork to those who may be moving in.
• Communicate with unit owners upon discovery of a resident who has leased a unit from an owner who has neglected to submit required paperwork.
• Coordinate move-in of new tenants.

Additional Duties & Responsibilities:

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to 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 a 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:

• Associate’s or Bachelor’s Degree.
• Previous Association Management experience or a general understanding of Condo Associations.
• Excel, Outlook, and Word experience.
• Customer service focused and understands the value of a smile and positive interaction.
• Ability to work as a team and communicate with fellow team members: Community Association Manager, Maintenance Manager, and Office Attendants.
• Ability to multi-task and prioritize duties.
• Professional demeanor and collaborative attitude.
• Proactive and deadline oriented.
• Resourceful and decisive in handling of daily issues.
• Articulate and can communicate clearly in writing and verbally.
• Superior attention to detail, organizational, and follow-up abilities.
• Reliable, punctual, and discreet.

Physical Requirements:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Standing, sitting, walking throughout the property, ability to lift/move up to 30 lbs., use of a keyboard. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer:

As a part-time non-exempt associate, you will be eligible for benefits to include your choice of dental plans, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for sick time off benefits and a 401k with company match.

Compensation:

$25 an hour

Disclaimer Statement:

The above information on 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.

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144:

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.

Key skills/competency:

• Office Management
• Customer Service
• Association Management
• Communication Skills
• Organizational Skills
• Problem-Solving
• Vendor Management
• Financial Administration
• Team Leadership
• Compliance