What are the responsibilities and job description for the Community Onsite Operations Manager position at HOALiving?
The Community Onsite Operations Manager is the first point of contact with the residents of the community as well as a representative of the Association and Management. This person is responsible, under the direction of the Community Manager, for the overall operations of the community, the recreational facilities, additional onsite staff including third party vendors, and other amenities. Primary responsibilities include serving as a forward-facing contact person for the residents to assure that the response to problems or requests for service is handled as expeditiously as possible, ensuring enforcement of all policies and procedures established by the Board of Directors, and overseeing additional onsite staff to ensure community operates effectively. Responsibilities are centered on homeowner satisfaction and successful community operation including strategic planning of all resident programs within an HOA Community and big picture thinking backed by a focus on the tactical aspect of planning events and activities, such as: Recreational, fitness, social, travel, cultural, educational and entertainment. Professionalism, tact, creativity, and the ability to deescalate and problem-solve are of utmost importance in this role.
Duties
1. Identify, coordinate and market all community events, programs and services.
2. Develop an active volunteer program among residents, solicit input and involvement from residents to stimulate awareness and participation.
3. Work with residents to assist in the establishment of interest groups.
4. Assist residents, chartered clubs, interest groups and community organizations in the scheduling of Association facilities including completing proper documentation and billing owners as necessary.
5. Hold New Resident Orientations.
6. Proactively communicates with residents via the monthly community newsletter, the community website and directed emails.
7. Creates and publishes monthly newsletter for residents about Association events, Association governing meetings and other related information. Solicits newsletter ads to offset Association costs.
8. Oversee all community operations including support staff and facilitators to ensure facilities, events, classes, community and customer service meets the needs of the residents and are maintained to appropriate standard.
9. Secure all entertainment, food, decorations, and items necessary to execute events.
10. Solicit community vendors to sponsor activities and assess other available cost savings events.
11. Manage community clubhouse calendars including residents’ requests as well as Board events (as needed).
12. Oversee action item database to ensure all requests are being responded to in a timely manner.
13. Retains working knowledge of roles of Association members, the Developer, the Board of Directors, and the management team and how they interact.
14. Attend Board, club and committee meetings.
15. Operation of the membership desk as applicable to ensure policy and procedure implementation and administration, asset control and required documentation.
16. Actively manage resident key fob system.
17. Complete community inspections and compile resident violation letters.
18. Assess overall success of events through focus groups and evaluations.
19. Compile regular management reports as needed – at least quarterly.
20. Ability to problem solve and be hands on in community cleanup, maintenance, facilities cleaning, etc. including but not limited to; emptying pet waste stations regularly, general debris cleanup, ensuring parks and other open spaces are clean and tidy, regularly cleaning and tidying up clubhouse facilities.
21. Perform other duties as directed.
Requirements
Experience & Qualifications:
1. Successfully pass pre-employment screenings and background/reference checks.
2. Possess a valid driver’s license and reliable transportation.
3. Ability to travel to work on call and weekends.
4. Aptitude to work independently with minimal supervision.
5. Willingness to report to supervising management staff.
6. Capability to coordinate/manage multiple projects at the same time.
7. Focus to follow through with assigned tasks.
8. Ability to interact and communicate effectively with colleagues, vendors and customers/clients of all professional levels.
9. Capacity to manage emergencies and special high stress situations.
10. Demonstrate responsibility in supervision and leadership of additional onsite staff members as applicable.
11. Exhibit leadership in maintaining high standards of professional behavior.
12. Display organization, attention to detail, problem solving, creative, and independent thinking.
13. Demonstrate a commitment to high quality professionalism, customer service, and integrity.
14. Bilingual is advantageous, but not required.
Knowledge & Critical Skills:
Must have a working knowledge of and be familiar with, but not limited to:
1. Ability to design and coordinate programs that enrich the quality of life and enhance the vibrancy and overall experience of living within an HOA Community.
2. Effective and dynamic public speaking skills.
3. Effective interpersonal and communication skills paired with high energy, initiative, and enthusiasm. Skill in typical business correspondence (grammar, structure, punctuation, spelling, etc.) at an excellent level.
4. Computer proficiency with respect to Microsoft Office Suite, database software, internet and website portals, point of sale system, registration processes, policies and procedures, equipment, material and products, etc.
5. Capability of making and keeping facility calendar system for multiple amenities.
6. Ability to lead people, appropriately delegate and get results through others.
7. Ability to interact and work positively and effectively with staff, volunteers and board members at all levels.
8. Ability to organize and manage multiple priorities and meet deadlines.
9. Ability to multi-task with frequent interruptions, changes and delays while remaining focused.
10. Ability to problem solve exercising good judgment and decision making.
11. Capability to adapt and adjust to change.
Benefits
Paid Holidays.
Offer Medical, Dental, Vision plans
Life Insurance options
401(k) with Association matching
