With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

\n \n Job Description\n\nJob Summary\n\n\nThe General Manager (GM) is a performance driven leader and mentor to all onsite direct reports. This position provides the overall supervision of a HOA community, interacting with board members, homeowners, vendors, committee members as well as staff of the Client Shared Services Center (CSSC) of Associa and with Somerset offices.\n\n\nThe GM will work collaboratively with the board on homeowner services, facility management, project oversight, Committees, proactive and clear communication with all residents and management of employees.\n\n\nJob Duties and Responsibilities\n\n\nSafety\n\n\n\nManage functionality of all Emergency and Fire Safety systems and procedures throughout the property.\n\n\nEnsure all emergency phone tree contacts within each Property Emergency Manual are current with valid contact information.\n\n\nHave all employees fully trained on emergency responsiveness.\n\n\nMonitor timely building infrastructure inspections with local code enforcement and the Fire Marshall.\n\n\n\nEmployee Morale\n\n\n\nProvide leadership and oversight in general operations of the property.\n\n\nFoster a positive workplace environment with clear lines of communication.\n\n\nDevelop career engaged employees in their professional learning and advancement.\n\n\nWork collaboratively with branch management, Human Resources and on-site management on any employee issues as they develop.\n\n\nRecruiting, orientation and onboarding of all new employees.\n\n\nCoaching, counseling and discipline, working with HR, with all employee issues.\n\n\n\nBoard Meetings\n\n\n\nAttends all board meetings, providing an agenda, status of prior meeting action items, meeting materials and new business recommendations.\n\n\nManages the annual meeting and open board election process incorporating:\n\n\nNotice of meeting/election per Governing Docs\n\n\nCall for candidates\n\n\nDistribution of proxy ballots\n\n\nCoordination of candidate bios and introductions\n\n\nPreparation of annual meeting slide deck, in cooperation with each board officer\n\n\nPromote casting of ballots and meeting attendance in advance, seeking to meet quorum\n\n\nPre-meeting proxy ballot count\n\n\nCoordinate meeting process In-meeting final ballot count\n\n\nLiaison with any and all committees, meeting on a regular schedule basis to provide resources and open communication channels with the board.\n\n\n\nFinancial Management\n\n\n\nProcess and properly code all invoices from vendors and service provides via StrongRoom\n\n\nOversee timely and accurate ADP payroll processing each pay period\n\n\nReview and analyze monthly financial statements to ensure accurate and timely reporting\n\n\nPrepare a monthly Variance Report, describing all material variances to budget and the underlying reasons\n\n\nPrepare a draft annual operating budget for board’s review and approval, according to the Governing Docs\n\n\nAssist with coordination of state and federal tax filings\n\n\nAssist in securing engagement letters from the board by which to conduct the annual third part CPA audit of the HOA\n\n\nEnsure capital project expenditures are coded toward Replacement Reserves as appropriate\n\n\n\nFacility Management\n\n\n\nEstablish a functional work order process whereby requests are handled promptly and completely, and the Chief Engineer manages the productivity of same.\n\n\nCreate and oversee a Preventive Maintenance schedule that covers all key assets including: mechanical, electrical, plumbing, infrastructure, electronic systems, security access and building infrastructure. The GM reviews worked performed with the Chief Engineer and then reports progress to the board during the monthly board meeting.\n\n\nResponds to repairs and maintenance items that occur with the Chief Engineer.\n\n\nOversees project management via the annual Reserve Budget.\n\n\nReview the Reserve Study annually and make recommendations for modifications.\n\n\nWalk a portion of your building and parking lot daily, preferably with your Engineer, so that by the end of each week, you have seen and assessed the complete building, garage and grounds. This will give you the opportunity to stay ahead of any developing issues, create opportunities to see and visit with residents and communicate to your staff that you are paying attention to the details.\n\n\n\nProject Management\n\n\n\nAttend all project meetings and coordinate follow through with the board of directors.\n\n\nProvide work product and information to Engineering Firms, Attorneys and Contractors as needed.\n\n\nCoordinate project funding via Special Assessment and bank loan program, acting as liaison with corporate office and centralized Accounting.\n\n\nParticipate with external project update reporting mechanisms and address follow through on the part of management as appropriate.\n\n\nLead homeowner communications on all project status reports and updates.\n\n\nCoordinate access and informational messaging with homeowners when project work intersects with individual homeowner units.\n\n\nOversee in-house Engineering Department as it supports and interacts with project personnel.\n\n\n\nAdministration & Operations\n\n\n\nResponsible for maintaining a consistent level of cleanliness throughout the property.\n\n\nEnsures onsite employees are in uniform, name tag with appropriate hygiene and grooming.\n\n\nProvides training and resources for employees to conduct their duties with reasonable ease.\n\n\nEstablishes performance accountability by department that is documented regularly.\n\n\n Assists board with annual insurance quotes, comparisons and selection of appropriate carrier(s).\n\n\nSolicits 3 bids on all contracts and service agreements before presenting and recommending options to board.\n\n\n\nCommunications\n\n\n\nManage board member communications, assuring all members are aware of issues, concerns, projects and all relevant matters, as they arise.\n\n\nProvide board members with sufficient advance notice as possible, and provide as much information that is available, to assist board with decision making.\n\n\nSupport TownSq application and training across all system users.\n\n\nAssemble and share a weekly update report to the board of directors, with bullet points of action items accomplish, and a status of those projects still in progress.\n\n\nAuthor and distribute a periodic all-home owner newsletter / update, so residents can know what is going on and better appreciate the work involved in increasing the value of their property.\n\n\nIf notification of negative news is necessary, consult with Somerset management and the board, prior to sending to all home owners.\n\n\nProactively listen to residents while seeking input and satisfaction levels of their time at Barton Place. If concerns or problems are pointed out, be aggressive in both the resolution of same and the communication to the homeowner. Additionally, if a concern is shared by multiple residents, be sure to address actions taken to all homeowners, and do so with urgency.\n\n\nFollow up personally with each homeowner following an issue resolution, to ensure they are satisfied and to underscore your personal oversight.\n\n\nWhile working on major projects or extended matters, take the time to communicate what you and your team are doing, enabling residents the chance to understand that work is in progress. The absence of communication creates the assumption that nothing is being accomplished.\n\n\n\nKnowledge and Skills\n\n\n\nStrong track record of increasing Employee Engagement and Satisfaction through a hands-on collaborative leadership style.\n\n\nProven ability to generate a high level of board and home owner satisfaction at a sustained level.\n\n\nProfessional communication skills that are effective at all levels of the organization as well as our clients, board members, vendors, bankers, attorneys, contractors and strategic partners. Proficient in written, verbal and public delivery of communication.\n\n\nConfidentiality and discretion in the performance of all duties and responsibilities.\n\n\nSolid knowledge of Accounting, Financial statements and Managerial reports.\n\n\nProficiency with Microsoft Office Suite of product (WORD, Excel, Outlook, etc.)\n\n\nKnowledge of Facility Management, including Preventive Maintenance, Work Orders, Operations, Capital Project oversight and Reserve Study management.\n\n\nDetail orientation with strong follow up skills, establishing accountability.\n\n\nClear analytical and problem-solving ability, the decisions of which may impact several stakeholders.\n\n\nProactive analysis of related information and options on each topic, enabling you to come to the board with proposed solutions and options vs. just identifying a problem exists.\n\n\n\n\n\n\n\n\n\nWorking Conditions\n\n\n\n Typical office environment\n\n\n On-site tours of existing buildings\n\n\n Construction sites\n\n\n Light travel will be required\n\n\n Ability to attend evening HOA board meetings\n\n\n Adherence to Covid-19 sustained protocols, while enforced\n\n\nSeniority Level\n\n\n\nMid-Senior level\n\n\n\nIndustry\n\n\n\nReal Estate\n\n\n\nEmployment Type\n\n\n\n\n\n\n Requirements\nEducation and Experience\n\n\n\nBachelor’s Degree preferred.\n\n\n3-5 years of Management experience at property level.\n\n\nHome Owner Association (HOA) condominium experience or from a closely related industry such as Hotels & Resorts, Apartments or Commercial property management.\n\n
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