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HOURS:                  Mon – Thu: 8am – 5:30pm, Fri 8am-Noon; Weekday evening meetings (1-2 times per week for 2hr)

POSITION TYPE:    Full time; Permanent; Hourly

COMPENSATION RANGE:  $14-20/hr

BRIEF DESCRIPTION:  The Assistant Manager will provide all necessary support the Community Association Manager. 

DETAILED DESCRIPTION:

• Prepares and installs meeting notification signs.
• Prepares and distributes meeting agendas and notices.
• Performs site inspection and photographs covenant and rule violations
• Prepares and manages compliance letters.
• Assists in budget preparation and financial report distribution
• Coordinates maintenance services
• Transcribes audio of meeting minutes and archives records
• Maintains community website
• Provides member support with issuing keys, estopples, and reservations
• Analyzes advantages and disadvantages of alternative solutions to problems and makes recommendations to the Board of Directors.
• Provides leadership and direction to effectively manage relationships with other business groups, e.g. Leasing, Asset Management, to ensure a high level of tenant service and achievement of company and property goals and objectives.
• Develops and maintains an effective ongoing resident’s relations plan, implement initiatives, and maintain an operating environment to achieve a satisfactory level of resident’s service as measured by formal and informal feedback and surveys. 
• Defines and implements goals relating to internal and external customers. 
• Develops and submits complete and accurate annual budget(s), meeting all deadlines and demonstrating thorough analysis and consideration for the goals of the asset as well as market conditions.
• Initiates contact with the new resident representatives to coordinate the move-in process, provides an introduction and orientation to the management staff and building, reviews available services, and explain the building rules and regulations.
• Manages resident’s relationships to ensure residents retention and a high level of service including timely and complete resolution of resident’s concerns, coordinating special services and requests and conducting formal and informal inspections.
• Ensures property improvement and other construction related projects are completed on time and within budget by effectively overseeing all construction projects.
• Establishes and maintains industry contacts and relationships in the property’s marketplace through involvement in trade organizations, property management and real estate associations and networking opportunities with vendor outreach and peer groups..
• Sets and adheres to the highest standards of performance and instills them in the staff by personal follow-up to insure that the service is being delivered.
• Demonstrates a routine and effective ability to adjust to changing circumstances.
• Listens attentively to questions and comments. Communicates in a professional and composed demeanor under all circumstances.
• Responds to phone calls and correspondence in a timely, professional manner.
• Displays exceptional ability to analyze and deal with a variety of situations that otherwise could be potential problems.
• Maintains a professional relationship with BOD, Unit Owners and vendors.
• Encourages staff to behave in a professional manner and comply with company’s safety standards. Motivates staff to work as a team.
• Responds to questions accurately when asked and possesses good communication and composition skills.
• Ability to run a meeting when necessary, according to Robert’s Rules of Order.
• Creates a management report, which depicts the actual condition of the building, progress of specific projects and makes clear and concise recommendations.
• Prepares professional presentation of reports, budgets, bids, etc.
• Supports the Company’s philosophy, goals and adheres to Company policies.
• Offers helpful input when asked for suggestions for improved policies and procedures.
• Observes all safety standards and participates in the Company’s efforts to provide safe work environment.
• Understands and follows directions given by direct supervisors as well as the BOD and conscientiously completes them.
• Acts quickly and effectively when the situation demands it.
• Organizes time effectively and successfully balances the competing demands of multiple projects.
• Schedules vacations in advance with consideration of back up during absence.
• Prepares accurate management report and submits them on a timely manner.
• Addresses Worker Compensation Incidents on a timely manner.
• Attends monthly Manager’s meetings.
• Monitors contracts regularly. Sends cancellation notices timely. Handles contract evaluations professionally. Completes community calendar and annual processes timely. Maintains financials.
• Maintains accurate records, files and communications pertinent to the Association office (cabinets and computer files). Organizes of insurance files and policies.
• Updates Association Communication – Updates association info boards, prepare association newsletter and/or other communication with owners and residents.
• Performs employee evaluations and conducts weekly staff meetings.
• Updates and distributes action list of pending items and projects. (Not in HOA)
• Prepares a bid comparison analysis spreadsheet. Prepares and uses of RFP for bid solicitation (Request for Proposal with scope of work detailed).
• Processes violations and close them out (HOA). Processes work orders and close them out (HOA). Processes architectural control applications and close them out (HOA).
• Monitors deficit funding and surplus, rollover if required.
• Possesses knowledge of assets cash balances and availability of funds for projects. Cash flow management for capital improvements.
• Reviews financial statements.
• Monitors aging report, timely legal action, target is 10% or less of assessments.
• Keeps up to date equipment maintenance logs.
• Updates preventive maintenance manual biannually

ADDITIONAL DUTIES:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

DISCLAIMER:  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.

EDUCATION/TRAINING REQUIREMENTS:

• High School Diploma and 12+ college credits
• FL CAM license is preferred. Candidate should desire to obtain for advancement opportunity. 

EXPERIENCE/KNOWLEDGE/ABILITIES: 

• Must possess strong managerial aptitude
• Minimum of (3) years experience as administrative assistant
• Strong working knowledge of customer service principles and practices.
• Ability to read, analyze, and interpret technical procedures, leases, regulations or documents with a similar degree of complexity. 
• Strong interpersonal skills.
• Computer literacy: Proficiency and working knowledge of Microsoft Office Applications.
• Strong customer service, communication and interpersonal skills required.

SPECIAL REQUIREMENTS:

• Physical demands include ability to lift up to 50 lbs
• Standing, sitting, walking
• Required to work at a personal computer for extended periods of time
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours and weekends based on project requirement.
• Driving when necessary (mileage reimbursed)

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JOB TITLE:  Maintenance Tech 1 (Semi-Skilled)

LOCATION: Must work from physical locations

HOURS:  Varies per Site; 24/7 On-Call Duties Required

ATTITUDE:  Must be likeable, outgoing, willing, self-motivated, responsible, accountable, honest, dependable

EDUCATION: High School Degree

EXPERIENCE:  2yr building maintenance/construction

LICENSING:  No Professional License required

MEMBERSHIPS: No Professional memberships required

TRAVEL: Must have valid driver’s license in good standing; reliable transportation to/from work; 

BACKGROUND:  No felony conviction; must not be on probation within 2 years; Must be bondable.

ATTIRE:  Uniform shirt, closed toe shoes required; Dress Code enforced

SUPERVISION: Must work with other co-workers harmoniously; reports to Building Manager

TOOLS: Must provide all hand tools including: cordless drill, extension cord, hammer, screw drivers, socket wrenches, drywall knives, electrical tester, pliers, wire cutters, etc. 

This job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

OPPORTUNITY FOR ADVANCEMENT
Persons in the position usually promote to Maintenance Tech 2 within 1 yr. 

DUTIES OF EMPLOYEE: General Maintenance

“On-Call” Rotations: 15 minute call return and 1hr site arrival time required (Overtime Rate for Dispatched Events) Interior / Exterior Painting

Drywall Repair: Replacement/Repair of Sheetrock, Texturing

Electrical Troubleshooting/Repair: Light Fixtures, Switches/Outlets, GFCI

Plumbing Repair: Drain and Supply Line Repair; Replacement of Fixtures

Irrigation Repair

Pressure Washing

Fence Repair

General Carpentry Trim Carpentry: baseboard, moldings, window and door casings

Perform Site Inspections to determine/report condition and required repair scopes

 Subcontractor Management

Swimming Pool Maintenance: Cleaning and Repair

Grounds Keeping: Asphalt Repair, Debris Removal, etc

 Landscape Maintenance

Rekey of Locksets

Drop Clothes must be used at all times when entering any home interior (No Exception)

All work time and supplies must be accounted for at all times

Any Property Damage, Work Accident or Customer Dissatisfaction must be reported within 1 hour

Must Utilize Work Order Management System

 -Accept/Schedule Assignments (check out keys when needed)

-Login to Show Enroute and Arrival

 -Login to Start, Take Before Photos (Pause Work as needed)

 -Record all Purchases (Utilize Purchase Order System for Supplies)

 -Enter Work Performed and Completion Data, Take After Repair Photos

-Obtain Customer Signature when working in occupied properties

-Collect payments when required for work performed 

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