What are the responsibilities and job description for the Temporary Onsite General Manager position at Seabreeze Management Company Inc?
Description
Introduction:
Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.
At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.
Summary:
We are looking for an onsite General Manager to provide strong leadership and management direction on behalf of Board of Directors. While the General Manager is a temporary colleague of Seabreeze Management Company, the General Manager will also report to the Association Board of Directors. The onsite General Manager will further the strategic objectives and goals and oversee administration and day-to-day operations for the Talega Gallery Homeowners Association (TGCA), a gated, 55 community consisting of 283 homes. Built out in the early in the 2000’s, Gallery offers its residents a premium living experience with amenities that include: 1) pool & spa; 2) pool room; 3) gym; 4) 3 bocce courts; 5) a 9-hole putting green; 6) outdoor patio and barbecue area; and 7) numerous scheduled recreational activities.
Essential Duties and Responsibilities:
Administration:
• Oversee office staff, vendors, and suppliers to attain Association goals as established by the BOD.
• Provide work direction and supervision to the Administrative Assistant, including training, performance feedback and annual salary recommendations.
• Draft correspondence in response to BOD policies and other correspondence as it pertains to the TGCA.
• Direct and organize all office operations.
• Direct the work efforts and schedules for office staff.
• Review insurance for TGCA, as necessary, and engage with the BOD and Budget & Finance Committee to maintain adequate coverage.
Budgeting:
• In conjunction with the BOD, Budget & Finance Committee, and Management Company assist with the creation of TGCA’s annual operating and reserve budgets.
• Review and monitor all TGCA budget accounts throughout the year to identify and adjust for variances and seasonal changes.
Procurement:
• Ensure proper accounting and reconciliation for work and change orders.
• Prepare and maintain a vendor list for TGCA, ensuring that there are three vetted and qualified vendors for large scale projects (>$2,500)
Contract Relations:
• Under the direction of the BOD and with the assistance of those appointed by the board, manage all aspects of project management, including the development of job specifications, identification of qualified vendors, issuance of request for proposals, bid analysis and selection, overseeing job performance and verification of completion consistent with contract requirements,
Accounting:
• Review and ensure that the Financial Manager verifies journal entries via TGCA’s monthly unaudited financial statements.
• Review and approve TCGA checks for payment of Association invoices and ensure that the appropriate budget line item is utilized when the invoice is processed for payment.
• Works with Accounts Receivable to monitor delinquent TGCA member accounts and ensure adherence to the assessment collection process as indicated in the TGCA’s governing documents.
• Monitor the receipt of all monetary payments made to TGCA for use and purchase of amenities and access items, such as key fobs.
• Ensure that monthly unaudited financial statements are received in a timely manner from the TGCA’s financial manager for review by the Treasurer and distributed to relevant stakeholders.
Maintenance:
• Function as primary liaison with all vendors, manage invoicing, review and approve contractor work.
• Review, plan and schedule maintenance for the Association common areas and amenities.
• In conjunction with TGCA’s Maintenance and Landscape Committees, assess the overall condition of TGCA property and amenities, gather observations and data in written form, and provide recommendations to the BOD for remedial action.
BOD and Committee Support:
• Function as primary support to the BOD and all TGCA committees. This includes meeting preparation, scheduling, information gathering, meeting attendance, documenting and following up on action items.
Perform all other duties as based on business needs.
Requirements
Knowledge, Skills and Experience:
• At least 5 years’ experience in property management/community association management, including the supervision of staff.
• Strong communication skills, both oral and written.
• Strong interpersonal skills and a demonstrated ability to effectively interact with a wide range of stakeholders, including residents, staff, the BOD, committee members and vendors.
• Self-actualization: a demonstrated ability to multi-task, manage multiple projects and exercise independent judgment.
• Planning and organization: demonstrated ability to effectively prioritize, meet deadlines and drive projects/tasks to completion.
• Technology: demonstrated computer skills including: the ability to run Zoom meetings, manage data; work with Microsoft Office products, Seabreeze financial systems, TGCA web-based services and other required computer applications.
• Problem solving and analytical skills.
Use of the Following Computer Applications:
Outlook
MS Work
Excel
Internet
Minimum Education:
High School Diploma or equivalent is required. Bachelor’s degree preferred.
CCAM® designation or CMCA® designations desired.
Availability:
Regular business hours and must be available for Board meetings after regular business hours, as necessary.
Work Environment:
The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.
Salary : $85,000 - $105,000
