Assistant Manager for Condominium

Job title: Assistant Operations Manager 

Overview: The Assistant Operations Manager at Park Plaza Condominium supports the Operations Manager in overseeing the daily operations, maintenance, and management of the condominium property. This role ensures that the property is maintained to high standards, residents' needs are met, and all activities are conducted in compliance with the condominium's policies and regulations. 

Key Responsibilities: 

1. Property Management: 

Assist in the supervision of maintenance staff and contractors to ensure the property is well-maintained. 

Conduct regular inspections of the property, identify maintenance needs, and ensure timely repairs. 

Manage and coordinate routine maintenance tasks, including landscaping, cleaning, and general repairs. 

2. Resident Relations: 

Address resident inquiries and concerns promptly and professionally. Coordinate move-ins and move-outs, ensuring all procedures are followed. 

Assist in organizing and managing community events and activities. 

3. Administrative Support: 

Maintain accurate records of maintenance activities, resident communications, and other relevant documentation. 

Assist in preparing and distributing notices, newsletters, and other communications to residents. 

Support the Operations Manager in preparing reports and presentations for the HOA Board. 

4. Financial Management: 

Assist in monitoring and managing the budget for maintenance and operations. 

Review and process invoices, ensuring accuracy and compliance with budget guidelines. 

Help track expenses and provide regular financial reports to the Operations Manager. 

5. Compliance and Safety: 

Ensure compliance with all local, state, and federal regulations related to property management. 

Implement and monitor safety protocols to ensure the well-being of residents and staff. 

Maintain up-to-date records of compliance-related activities and inspections. 

6. Vendor Management: 

Assist in the selection and management of vendors and service providers. Negotiate contracts and agreements with vendors to ensure quality 

service at competitive prices. 

Monitor vendor performance and address any issues or concerns. 

7. Emergency Response: 

Respond to emergencies and urgent maintenance issues promptly. Coordinate emergency response efforts with staff, residents, and external agencies as needed. 

Ensure that emergency procedures are well-documented and communicated to residents. 

8. Administrative Duties: 

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Maintain accurate records of engineering and maintenance activities, including work orders, inspections, and repairs. 

Prepare and present reports on engineering operations and project status to the HOA management. 

Ensure documentation is organized and easily accessible. 

Computer Skills: 

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Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with property management software (e.g., Yardi, AppFolio, or similar). 

Basic knowledge of accounting software for financial tracking and reporting. Familiarity with maintenance management systems. 

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Ability to use email and online communication tools effectively. 

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Basic troubleshooting skills for common computer issues. 

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Qualifications: 

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Bachelor's degree in Business Administration, Property Management, or a related field preferred or a minimum of 3 years of experience in property management, facility management, or a related field. 

Strong organizational and multitasking skills. 

Excellent communication and interpersonal skills. 

Proficiency in property management software and Microsoft Office Suite. Ability to work flexible hours, including weekends and evenings, as needed. Knowledge of local, state, and federal property regulations and compliance requirements. 

Additional Information: 

This is a full-time position with the expectation of availability during peak hours.

The Assistant Operations Manager must maintain confidentiality and act in the best interest of the HOA at all times. 

The role involves physical activity, including inspecting equipment and facilities and performing maintenance tasks.