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Title

General Manager - R1 

Category Management  
Description

The Management Trust
Position Title: General Manager
Location: Rancho Palos Verdes, CA at Palos Verdes Bay Club
Reporting To: Division Vice President of Community Management
Status: Exempt, Full-Time
Salary: DOE

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The General Manager is responsible for partnering with the Association Board of Directors (Board) and our Company to fulfill obligations of the management contract in conjunction with the goals and objectives of the Board. Key areas of focus include management and support of the community association (HOA), including, but not limited to: daily operations, regular interaction with and support of Board/homeowners/vendors, meeting attendance, budget preparation, and overall community business management. This is a leadership position that requires a strong commitment to delivering an exceptional customer experience while balancing the needs of many stakeholders.

Operations Responsibilities

  • Provide fiscal management, including, but not limited to: reviewing invoices for submittal to the Board, coordinating tax preparation and reserve study updates, and reviewing completed financial statements for accuracy prior to distributing to the board each month
  • Prepare annual budget estimates for Board action and approval. Monthly, monitor performance to budget and report to Company and Board
  • Prepare annual meeting documents and, with Company and Board, oversee board election process
  • Manage supply orders including custodial supplies, building supplies, and office supplies
  • Prepare schedules and establish priorities for contracted vendor support such as landscape, pools, janitorial, and maintenance
  • Review time sheets (if any) for accuracy and submit to payroll for processing. This also includes invoices of contracted staff such as landscape, pool, janitorial, and maintenance
  • Conduct site reviews per Management Agreement and provide oversight of related compliance matters
  • Provide management of architectural review and redecorating process including meeting with Owners to assure completeness of Unit modification applications prior to submittal to the Architectural Committee and/or the Board, inspection for compliance during modifications, and final approvals
  • At the Board's request, provide oversight of Association projects including review of change orders, project timeline, compliance to association governing documents, and budget. Maintain Tickler File of regularly scheduled maintenance and requirements such as hallways cleaning, drains hydro-jetting, elevator and fire-system inspections, and the like
  • Manage move in/out process including new resident orientation
  • Manage issuance of key cards, amenity keys, and vehicle decals
  • Maintain Owner and Lessee Lists
  • Guide, assist, and recommend a course of action for Board members to conduct business using leadership management
  • Coach and develop staff (if any) ensuring adherence to Company protocols and culture in addition to Association Governing Documents
  • Maintain calendar for Club House and amenities reservations
  • Maintain accurate log for all funds received in office
  • Maintain receipts of all debit and credit card expenses and mobile phone usage, completing monthly reconciliation
  • Update suggestion box information and communications to the Board, and report to Board
  • Maintain current knowledge of Governing Documents (CC&Rs, Bylaws, Rules and Regulations, Architectural Rules and Regulations, and adopted policies), applicable State and Federal statutes, and local ordinances that apply to the community
  • Be vigilant for move-outs and move-ins, Governing Documents violations, unauthorized Unit modifications, people unauthorized to be on the Property
  • Send Violation Notices to residents of Governing Document violations, schedule on Board Executive Session Agenda, maintain log of violations resolutions
  • Ensure community forms are updated in accordance to any Governing Document changes, including but not limited to: architectural review forms, redecorating forms, move in and move out forms, escrow instructions, and amenity reservation forms
  • Create monthly community newsletters
  • Assist in keeping the community website up-to-date (including but not limited to Agendas, Minutes, newsletters, Governing Documents)
  • Provide monthly written management update reports to Board of Directors
  • Assist Board and homeowners with dispute resolution in accordance with Rules and Regulations
  • Attend Association meetings, including, but not limited to: annual, board (open and executive), and special meetings
  • Prepare Board packets, agendas, and calendars and deliver to the Board the Friday before scheduled and special meetings
  • Prepare meeting minutes within one week after meeting and submit to Board for corrections
  • Communicate in-person, telephone, USPS, and/or email with Board members, homeowners, and vendors regarding community business in a timely manner

Technology

  • Have an understanding of the mobile access system for mobile card/fob assignment to residents; key/fob programming
  • Review, access and program security platforms, including CCTV systems
  • Utilize hoa-sites Community system for community bulletins, work orders from residents, newsletters, and upload community documents
  • Oversee and manage Frontsteps Secure system for package and vendor management
  • Oversee administration of community hoa-site website
  • Navigate and utilize all management technology currently in use
  • Vantaca
  • Homewise
  • South Data
  • Ascentis
  • Invoice Manager
  • Maintenance Oversight
  • Source vendors to maintain, repair, and replace Common Area components
  • Conduct monthly Common Area walks and review Zero-Life Reserve components per Management Agreement, to assist in identifying low and no cost solutions for maintenance to deliver bottom-line savings and to prevent deferred maintenance
  • Review and submit requests for vendor bids for both operating and reserve projects per Agreement
  • Create and maintain preventative maintenance schedules and a searchable history log for Common Area landscaping and components, including but not limited to:
  • Pools and Spas
  • Tennis Courts and other Amenities
  • Condominium buildings, garages, Club House
  • Roads and parking
  • Elevators
  • Garage Exhaust Fans
  • Lighting Systems
  • HVAC
  • Fire Systems
  • Plumbing and Sewer Systems
  • Sump Pumps

Other Duties and Skills

  • Work independently, with little oversight, and with accountability to Company
  • Demonstrate a positive attitude and ownership mentality
  • Represent the community at designated meetings and formal functions
  • Other duties and special projects as assigned

Qualifications

  • A degree in a Business Administration (or equivalent experience) is preferred, along with (5) years of experience with increasing responsibility in community association management
  • Professional designations (one or more of CCAM, CMCA, AMS, PCAM), or willingness to obtain such professional designations within 12 months of being assigned as On-Site General Manager to Property
  • Knowledge of accepted general management practices and procedures, building and grounds maintenance requirements, personnel development and administration, and budget/finance
  • Ability to motivate teams while simultaneously managing several projects
  • Knowledge of management contracts, CC&Rs and other governing documents
  • Solid knowledge of Microsoft PowerPoint, Publisher, Outlook, Excel, and Word
  • Strong leadership abilities and comfort with public speaking (small and large groups)
  • Conflict resolution skills
  • Ability to meet deadlines and address time-sensitive issues
  • Superior multi-tasking skills
  • Excellent written and verbal communication
  • Ability to provide high-level customer service with astute attention to detail and organization
  • Be a team player
  • Ability to manage workflow amid shifting priorities
  • Willingness to learn process and procedures, and learn/use proprietary software
  • Adaptable and dependable with a solid attendance record
  • Professional and respectful demeanor with all staff and guests at all times
  • A valid driver's license, vehicle insurance, and driving record in compliance with Company policy
  • Ability to use standard office equipment, including: computer, phone, copier/scanner, etc.
  • Be stationary for periods of time
  • Carry up to (25) pounds
  • Travel to and from offsite locations
  • Ability to supervise other on-site staff including Administrative, Janitorial or Maintenance as relevant or hired by Company to carry out its responsibility under the Management Agreement

Special Position Requirements

  • Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy
  • Essential Functions
  • Use standard office equipment, including: computer, phone, copier/scanner, etc.
  • Be stationary for periods of time
  • Relocate up to (25) pounds
  • Travel to and from offsite locations

Supervises Others

  • Maintenance Staff

Schedule & Travel

  • Monday-Friday from approx. 8:00 am-5:00 pm
  • This position may require occasional long hours to meet business needs, including weekends and holidays

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.

 
Division TMT-01-SOUTHERN CALIFORNIA  
Location ONSITE - SOUTHERN CALIFORNIA (RANCHO PALOS VERDES)  
EOE Statement We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity.

The Management Trust reserves the right to modify any job description at any time based on business need.
 
Email None Specified 


This position is currently not accepting applications.

To search for an open position, please go to http://TheManagementAssociationInc.appone.com



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