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\n \n Job Description
70,000 - 75,000
\n\nThe Operations Coordinator is a key leadership position that is responsible for the safety, security, and hospitality experience at the Symphony Honolulu. Oversees all aspects of the Residential Specialist and Front Desk Department including direct supervision of the associates. Assists General Manager and Chief Engineer in creating and executing standard operating procedures that emphasize best-in-class customer service for a luxury condominium. Performs assigned duties related to the management and maintenance of the Symphony Honolulu tower building facilities, resident accommodations, and terms of occupancy. Assists in establishing and developing personnel, administrative, and maintenance standards.
\nAssists in the preparation, review, and analysis of financial statements and budgets. Assist the Chief Engineer with the duties of General Manager in their absence. Ensures safety and security protocols are followed and staff training is maintained. Review and approve incident reports.
\nA: ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
\n\nProvides assistance to General Manager and Chief Engineer in managing the facilities to ensure their efficient and safe operation. Assists in the following duties:\nDirection and coordination of the staff in performing repairs, maintenance, and landscaping or\n\ngardening duties, or arranging contracted personnel to perform such duties.
\n\nResolution of tenant complaints concerning Symphony Honolulu services, other tenants, or visitors,\n\nand coordination of services to the facility and residents.
\n\n\nLeads by example and applies the absolute highest standards for our residential Specialist and Front Desk\n\npersonnel to follow. Promotes a positive, friendly, professional, uplifting environment and ensures best-in-
\nclass service in all interactions with residents, guests, and team members.
\n\n\nResponsible for training and developing all Residential Specialist and Front Desk Employees on Standards of Excellence, Company Policies, and Standard Operating Procedures.\n\n\n\nHas knowledge and assists in all emergency procedures as required. Ensures all safety and security protocols are consistently followed.\n\n\n\nAn engaged leader communicates, motivates, coaches, recognizes, and supervises all subordinate personnel. Organizes department meetings and conducts performance goals and reviews with team members. May be authorized to hire or discipline employees subject to the review and approval of General Manager.\n\n\n\nEmpowers all Residential Specialists and front desk personnel to provide excellent service in an intuitive manner by anticipating residents, vendors’, contractors’, and guests’ needs.\n\n\n\nResponds to and field all resident complaints and concerns relating to service or safety on a management level.\n\n\n\nLooks for innovative, creative, and efficient solutions to understand the needs of our residents. Manages the implementation process of residential services by ensuring all resources and tools are effectively used to enhance the Symphony Honolulu experience. i.e.: TownSq and CRM.\n\n\n\nUphold House Rules and other regulations directed by the Board of Directors.\n\n\n\nManages the work schedule and shift assignments for the Residential Specialists and Front Desk Department to ensure adequate coverage in a 24/7 operation.\n\n\n\nParticipates in a minimum of (1) property walk per week with the General Manager and the Chief Engineer. Log and record the results of the inspection. Works with the Chief Engineer and other department leads to schedule and conduct the needed repairs.\n\n\n\nAssists the Chief Engineer with securing proposals and the preparation of a bid matrix for each individual repair/equipment replacement/contract/service as required.\n\n\n\nAssists the Chief Engineer in reviewing and monitoring contracted projects to ensure compliance with project specifications.\n\n\n\nEnsures that the buildings' common elements are maintained according to established standards and procedures.\n\n\n\nPrepares and maintains reports and records regarding guest and visitor incidents, maintenance, personnel matters, and other reports and records directed by General Manager and Chief Engineer.\n\n\n\nAssists General Manager and Chief Engineer in the preparation and administration of the Association’s financial operations:\n\n\nAssists in the preparation, review, and approval of the budget prior to the new fiscal year. \n\n\n\nAssists in reviewing and preparing work papers and documents for the annual budget, including\n\noperating expenses, depreciation, interest, insurance, administration, and fiscal matters. c. Assists in the
\npreparation of spreadsheets and conduct database analysis of actual performance to
\nbudget throughout each fiscal year.
\n\n\nMay represent the Symphony Honolulu at industry meetings, business and government projects, functions, and activities to promote goodwill and create a positive public and professional image throughout the community.\n\n\nB: Marginal Job Duties:
\n\nAt the direction of General Manager and Chief Engineer, directs workers to perform general or specific maintenance and repair duties. Assists in coordinating the services of outside contractors.\n\n\n\nMay purchase or direct the purchase of building and maintenance supplies, machinery, equipment, or furniture as approved by General Manager.\n\n\n\nSubject to specific conditions secures computer files by ensuring retention of backup files. With the assistance of the Chief Engineer maintains the Security and Camera Systems. Ensure that all staff is trained and have the ability to troubleshoot these systems as needed. This includes the maintenance and training of all electronic equipment in our Social and Media rooms.\n\n\n\nWith the guidance of the Chief Engineer ensures that maintenance and engineering programs are in compliance with state and federal Occupational Safety and Health Act (OSHA) guidelines.\n\n\n\nAssists the Chief Engineer in establishing guidelines to ensure that all departments return tools, equipment, and supplies to their proper location after use.\n\n\nSUPERVISION
\n\nSupervision Exercised:
\n\nExercises indirect supervision of all subordinate administrative, security, housekeeping, and maintenance
\npersonnel. Provides direct supervision in the absence of General Manager.
\n\nSupervision Received:
\n\nReceives direct supervision from General Manager and Chief Engineer; occasional direct supervision from
\nthe Property Manager or Board of Directors.
\n\n\n\n RequirementsExperience:
\n\nTwo (2) years’ experience as an Assistant Manager or Operations Manager or five (5) years
\nexperience in a major hotel, luxury condominium, or apartment facility involving management of a key
\ndepartment. Equivalent experience in accounting procedures and elementary financial analysis.
\n\nKnowledge:
\n\n\nDemonstrated knowledge of building HVAC systems, 2120 Multi-Plex Simplex systems, and EMS systems; basic computer literacy. Working knowledge of basic accounting procedures, with the ability to understand, prepare, analyze, and utilize financial statements, budgets, and financial spreadsheets.\n\n\n\nWorking knowledge of Microsoft programs: Outlook, Excel, Word.\n\n\n\nMust be able to effectively communicate both verbally and written, with all levels of management, employees, residents, and guests in an attentive, friendly, courteous, and service-oriented manner.\n\n\n\nAbility and experience to develop procedures and effectively resolve conflict.\n\n\n\nMust be flexible to work nights, weekends, and holidays and remain on call for emergencies. Long hours and shift coverage are required when necessary.\n\n\nEducation/Training:
\n\n\nAccredited General Manager (ARM) accreditation preferred; training in Basic CPR & First-Aid; college degree desirable.\n\n\n\nContinuing Education credits. Leadership Training experience.\n\n\n\nCurrent State of Hawaii Guard Card. \n
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We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.