Assistant General Manager

Position: Assistant General ManagerLocation: Dumfries, VAPosition Description P osition Title:

Assistant General Manager

Job Number:

Reports To:

General Manager

Department:

8800 – PROP MGMT

FLSA Status:

Exempt

Last Updated :

December 3, 2021The Company Are you the missing piece? As North America’s leading property management company, we know the value of fitting in with a local team, of being part of a well-oiled machine, but empowered to act when needed. We are looking for energetic, adaptable people who understand that they are part of something larger and want a long-lasting career creating human connections. Our associates are the reason for our success, so we recruit quality people who will always do what’s right and build great relationships with the residents of the communities we serve. At FirstService Residential, we live our values every day. If you are passionate about helping people live better lives and are looking for an environment with room for career growth, you’re in the right place! Job Responsibilities Provides high level support to management in the overall operations of Community Association business and delivers exceptional customer service to owners, residents, clients and vendors. Oversee projects and staff associated with management of property. Essential Duties & Responsibilities T he 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. Provide exceptional customer service to clients and vendors at all times Respond to inquiries and provide resolution to questions or concerns in timely fashion Work closely with management on budget preparation, general financial management and recordkeeping for Association Prepare bids and oversee process for designated projects Oversee large projects in designated areas including vendor selection and negotiation, establishing timelines, managing budget Hire, evaluate and train on-site staff, whether via contract, Association or contract Maintain all records in Connect including work orders, resident information, Association documents, community information. Work closely with Association and In House counsel on collection matters and monitor maintenance fee accounts Ensure maintenance of all files, records and correspondence in accordance with company procedures and good business practices Attend all Board and certain Committee meetings, where necessary Prepare Board meeting agenda, monthly management report and all other reports and material needed for Board Packet Maintain the annual calendar indicating all association activity, deadlines, election, meetings, projects, etc. Assist all walk-in homeowners and refer to General Manager, when necessary. Handle mailings, as needed and required. Regular attendance and punctuality are essential functions for the role Additional Duties & Responsibilities Practice and adhere to FirstService Residential Global Service Standards. Conduct business at all times with the highest standards of personal, professional and ethical conduct. Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies. May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines. Ensure all safety precautions are followed while performing the work. Follow all policies and Standard Operating Procedures as instructed by Management. Perform any range of special projects, tasks and other related duties as assigned. Supervisory Responsibility On-site staff where applicable. Education & Experience College degree or equivalent work experience required Minimum of 2 years’ experience as a manager or supervisor in a customer service environment Must have CMCA designation, or equivalent. Knowledge, Skills & Proficiencies To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Excellent organizational skills and project management Exceptional communication and interpersonal skills. Advanced written communication skills. Advanced Microsoft Office skills. Knowledge of basic accounting/budgeting procedures. Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others. Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats and in a timely manner Ability to conceptualize, plan and organize multiple programs and assignments effectively. Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness. Skill in developing and maintaining good working relationships. Tools & Equipment Used Computer and peripherals, standard and customized software applications and tools, and usual office equipment. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs or more following appropriate safety procedures . This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary. Must be able to drive - Some local travel by personal vehicle is required  Must be able to sit and stand for extended periods of time. Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business. Must be able to speak English in a clear and understandable voice so that various types of communications may be conducted with people of various levels of education and capabilities, to include the exchange and receipt of information over the telepho ne. Must have finger dexterity for typing/using a keyboard. Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas. Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates. Capable of working extended hours, to include evenings, weekends and holidays as necessary. This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting. Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills. Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns. Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from t he proper performance of duties The work environment characteristics are normal office conditions for the role. 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. Travel N/A Disclaimer The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.