HOA Assistant General Manager

Job Overview:

The Assistant General Manager (AGM) will be an active leader and supporter of the Groves at Orchard Hills Village vision and philosophies, and FirstService Residential ‘s commitment to client, staff and community. The expectation for this individual is to support the General Manager to meet Board goals and objectives, anticipate resident needs, oversee maintenance projects, and maintain full client satisfaction. Additionally, to ensure effective and efficient day to day operation of facilities and operations. This position reports directly to the General Manager.

Compensation: $75-85k

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Job Responsibilities:

Community Enhancement & Maintenance

• Provide superior customer service to the residents.
• Ensure coverage during regular business hours 8:30-5:00 PM of the recreation center facilities front desk.
• Provide general oversight of Architectural/Enforcement matters in collaboration with CDRT Team and complete enforcement inspections weekly. Attend and lead enforcement meetings
• Oversee and respond to escalated architectural/enforcement-related questions and coordinate actions with legal counsel when needed
• Oversee Capital and Reserve project schedule for park facilities
• Manage clear and efficient communication with residents for all matters related to Groves at Orchard Hills, ranging from mass communications to individual correspondence with residents.
• Coordinate with gate attendant and patrol staff to ensure timely follow up of any security or maintenance items identified by gate and patrol staff.
• Oversee the facility reservation, homeowner event and realtor event processes, key fob system, gate access system, and transponders.
• Oversee and respond to escalated reservation-related questions
• Obtain project bid proposals for reserve projects within all park facilities. Work closely with the General Manager for park facilities when scheduling and planning
• Proactively identify areas of improvement and provide recommendations to improve the operation
• Maintain on-site visibility and meet with homeowners as needed
• Assist as needed to attend landscape inspections and field all landscape-related concerns to coordinate with vendor accordingly to drive resolution

Leadership & Strategy

• Provide community leadership and guidance to ensure that the needs or desires of the homeowners are being addressed
• Provide team leadership and guidance to include frequent communications in team meetings, daily first call, and on a one-on-one basis as relevant
• Be creative in sparking motivation for team members and be an overall champion of fostering a collaborative and engaging environment both within the internal team and team engagement to the organization as a whole
• Provide management support to all association committees
• Attend Board of Directors Meetings to include co-preparation and presentation of Board Agenda in partnership with the General Manager
• Attend Community Lifestyle events as needed. Attendance is mandatory at the Board of Directors Election and Annual Meeting
• Attend and present at homeowner townhalls as assigned
• Acts in the absence of the General Manager
• Work closely with the General Manager and the Board of Directors to plan and implement the strategic plan, goals, and objectives
• Maintain strategic relations with identified key alliances, including but not limited to Water District, Waste Management, key City departments, and public utility companies
• Assess and monitor community needs: identify opportunities for improving service delivery methods and procedures
• Support the General Manager & Finance Committee In the preparation of the annual budget review and ensure adherence to the association budget
• Ensure adherence to association policies and procedures, and compliance with corporate, civil code, state and federal obligations, and the governing documents.
• Display working knowledge of the governing documents for the purposes of initiating additional opportunities within the appropriate legal structure and causing implementation for the good of the community
• Participate in reviewing policies on an ongoing basis to ensure compliance with civil code, declaration, and other requirements of governing institutions
• Schedule and attend monthly staff touch base and staff function meetings
• Attend and participate in professional group meetings. Stay abreast of new trends and innovations in the field of community management and facility maintenance
• Attend all company mandatory functions
• Comply with company policies and procedures
• Must work effectively with co-workers, clients, residents, and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables, and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name; title or other respectable identifier; and respecting in the diversity of our workforce in actions, words and deeds
• Build relationships with the Board of Directors and Community Volunteers and assist with directives as needed
• Other projects and opportunities as may be deemed needed and appropriate for this position

Skills & Qualifications:

• Display strong written skills and publish appropriate documentation as directed to create the legacy for the corporation; particularly in the area of operations, and relationship management.
• Possess budgetary knowledge and control for the purpose(s) of executing programs within the community, as well as related activities that may be cost-shared for the benefit of the community.
• Directly interact with the staff and the designated committees and board of directors within the governance model for the purpose of advisement and ultimate implementation of Board directives.
• Is committed to continual learning as evidenced by attendance at industry programs and industry and educational opportunities that enhance interpersonal skills.
• Possess conflict resolution skills
• Strong leadership and team building skills.
• Ability to manage multiple priorities.
• Excellent communication skills including verbal and presentation.
• Promotes collaboration.
• Strategic thinking, forward planning, relationship development
• Is committed to continual learning as evidenced by attendance at seminars, and industry programs, either as an attendee or as a guest speaker
• Displays strong written and verbal skills to instill confidence in the residents who reside within the community as well as the public who may interact through designated programs and issues.
• Understands bidding, maintenance and operations practices.
• In brief, the following qualities are of necessity for this job position:
• Management decision-making capabilities.
• Strategic planning capabilities.
• Demonstrates public charisma as evidenced by proven leadership skills.
• Has a proven track record working with Volunteer Committees and elected or appointed Board(s) of Directors.
• Technology oriented.
• Comprehension and attainment of all areas of the following skills: financial, written, verbal, negotiations, thoroughness, procedural comprehension and compliance.
• Excellent problem solver; demonstrates ability to use creative alternatives.
• Assertive, PR oriented.

Education & Experience:

• Bachelor's degree preferred
• Has a minimum of 2 years of successful management experience or the equivalent thereof.

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.

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients
• Valid California Driver’s License and State mandated vehicle insurance, and registration.
• Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance.
• Ability to work late into evenings as required for board meeting attendance.

This is a full time position with typical scheduled hours, Monday through Friday, 8:00 a.m. – 5:00 p.m. May be required to work overtime as needed and approved by supervisor, including occasional evening meetings. Consistent and regular attendance required.

Tools & Equipment Used:

• Valid California Driver's License and State mandated vehicle insurance, and registration.
• General office equipment

What We Offer:

• Medical, dental, and vision plans (full time and part time 30 hours)
• Part time 20 hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Verizon discount
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account