Office Manager

Office Manager

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 vendors. The Office Manager hours are Monday- Thursday 8:00 a.m.-1:00 p.m.

Essential Duties & 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 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 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 residents, guests, 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 on a timely basis.
• Communicate with homeowners about activities in the building, which 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 report for long- and short-term projects.
• Maintain a calendar of building activity.
• Coordinate move-in of new tenants and support unit owner in assisting lessees as they acclimate to the Association, as per Rules and Regulations, electronic fob and garage card, etc.
• Maintain 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.

Building Maintenance

• Maintain an annual maintenance calendar and update as needed.
• Review maintenance check lists with the Association Manager.
• Maintain Vendor List.
• Gather detailed bids as directed by Associations 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 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 the 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 checklist and coordinate any issues with the corporate Safety Committee.
• Work with 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 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 Association Manager to provide information for annual budgeting process.

Miscellaneous Duties/Projects

• Place orders for supplies and services needed for the Association.
• Create effective filing system for the office and shared files.
• Create procedures and forms to support the daily operations of the building.
• Work on miscellaneous projects, as necessary or as requested by Association Manager.

Security and Camera System

• Maintain secure key entry system and update key records in database and entry system.
• Know how to program electronic key fobs/garage devices with unit and/or resident identity.
• Be knowledgeable on how to disable, add, rename fobs and garage cards as needed.
• 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 companies when necessary for security system tweaking, and for questions, requests, and additional training.

Meetings

• Attend monthly Board meetings as well as the Annual meeting.
• Assist with preparing Board packet.
• Post approved agenda.
• 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 tenant.

Education & Experience

• Associate or bachelor’s degree
• Previous Association Management experience or a general understanding of Condo Associations
• Excel, Outlook and Word experience

Knowledge, Skills & Proficiencies

• 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: Association Manager, corporate support and vendors.
• Ability to multitask and prioritize duties.
• Professional demeanor and collaborative attitude.
• Proactive and deadline oriented.
• Resourceful and decisive in handling 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 / Working Environment

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will 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 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

$30 an hour

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
• Association Management
• Customer Service
• Vendor Management
• Maintenance Coordination
• Financial Reporting
• Communication Skills
• Organizational Skills
• Security Systems
• Project Coordination