Assistant General Manager - Onsite

at  FirstService Residential

JOB OVERVIEW:

The Assistant General Manager supports the General Manager to meet Board goals and objectives and is responsible to ensure effective and efficient day-to-day operations of the association and staff. Additionally, the Assistant General Manager is a continuous supporter of the property’s vision and philosophies, and FirstService Residential’s commitment to client, staff, and community. This position reports directly to the General Manager.
Compensation: $25-30/hour
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

Your Responsibilities:

• Take client calls and address issues within one business day.
• Read and interpret Governing Documents and display a general understanding of Governing Document hierarchy and provisions.
• Produce requested letters, reports and projects by the G.M. for Board Packets in a clean, orderly, and professional fashion.
• Provide “Buddy System” backup for General Manager during rest periods, lunch breaks and absences.
• Consistent use and maintenance of Connect.
• Consistently process and oversee all aspects of DRC applications submittals, answer homeowner inquiries regarding the submittal process and coordinate review of ARC submittals with the
• Design Review Committee, Rancho Santa Fe Fire Department, and 3rd party consultants.
• Facilitate all DRC review meetings with the Design Review Committee, generate post meeting minutes and all necessary post meeting homeowner and consultant correspondences.
• Consistently update and maintain DRC applications, entries, reviews, NOCs and records in Connect and ensure all association and Civil Code response timelines are complied with.
• Consistently provide G.M. with monthly DRC minutes and any supporting material for board packets and meetings as needed.
• Consistently update and maintain (“300 questions”) in Connect.
• Consistently update and maintain enforcement & violation processing utilizing Connect.
• Monitor and address resident violations as required.
• Consistently provide G.M. with monthly report as needed in preparation for board packets and meetings.
• Consistently maintain contracts, community and neighborhood documents and binders.
• Sets up bid/request for proposal process and send information to vendors and contractors and collate the bids/RFPs for Board approval process as required by G.M.
• Transcribe and type documents and letters as required by the G.M.
• Scan, email, file and maintain documents as requested by G.M. and as required to meet ACM performance requirement tasks to include overseeing the WIP drive and ADRC platforms.
• Update and generate any required association and management reports as required by G.M.
• Coordinate all meeting logistics as required by G.M.
• Act as backup when G.M. is on vacation, sick days, or out of office.
• Assist G.M. with phasing/annexation and turnover process to include the collation and filing of associated documents.
• Prepares any resident information documents that require Board and or Committee approval, (i.e., Architectural Modification, homeowner variance requests, etc.).
• Work with Front Gate staff to issue residents gate access transponders and process all transponder payments. Corradiated guest vehicle access and assist in updating resident information in the gate access system.
• Maintain an organized workspace.
• Complete company training as assigned, attend all mandatory company functions and adhere to First Service Standards of Operation to include FirstService University courses.
• Must perform all Front desk/Customer Service Representative responsibilities as required.
• Overtime to be authorized by G.M. prior.

• Time card will not be approved otherwise.Other duties as assigned.

Skills & Qualifications:

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Maintain reliable transportation to community, if applicable.
• Ability to learn new software and applications quickly.
• Demonstrates effective communication skills consisting of oral, written and listening skills.
• Demonstrates problem-solving abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Ability to multitask and work efficiently with periodic interruptions and unscheduled homeowner drop ins.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must have minimum typing speed of 40 WPM.
• Must work effectively with co-workers, customers 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 respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

EDUCATION & EXPERIENCE:

• A 2-year college degree, preferred
• 4 years’ experience plus in property management.
• Experience with Architectural submissions.
• Experience with conduct meetings a plus.
  Physical Requirements and 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 50 lbs.
• Must have finger dexterity for typing/using a keyboard.
• Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents and grease, machinery and their moving parts and dust.
• Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time.
• Must be able to respond to requests and communicate to staff, coworkers, clients, and vendors.
• Consistent and regular attendance required.
• Some exposure to dust and noise.
• Some heavy lifting, standing, climbing.

Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

ABOUT US:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.
Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.
Experience exceptional service with a fulfilling career in property management with FirstService Residential.
To learn more about our company and culture, please visit www.fsresidential.com/california
Disclaimer
The above information in 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.
FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check

Your Responsibilities:

• Take client calls and address issues within one business day.
• Read and interpret Governing Documents and display a general understanding of Governing Document hierarchy and provisions.
• Produce requested letters, reports and projects by the G.M. for Board Packets in a clean, orderly, and professional fashion.
• Provide “Buddy System” backup for General Manager during rest periods, lunch breaks and absences.
• Consistent use and maintenance of Connect.
• Consistently process and oversee all aspects of DRC applications submittals, answer homeowner inquiries regarding the submittal process and coordinate review of ARC submittals with the
• Design Review Committee, Rancho Santa Fe Fire Department, and 3rd party consultants.
• Facilitate all DRC review meetings with the Design Review Committee, generate post meeting minutes and all necessary post meeting homeowner and consultant correspondences.
• Consistently update and maintain DRC applications, entries, reviews, NOCs and records in Connect and ensure all association and Civil Code response timelines are complied with.
• Consistently provide G.M. with monthly DRC minutes and any supporting material for board packets and meetings as needed.
• Consistently update and maintain (“300 questions”) in Connect.
• Consistently update and maintain enforcement & violation processing utilizing Connect.
• Monitor and address resident violations as required.
• Consistently provide G.M. with monthly report as needed in preparation for board packets and meetings.
• Consistently maintain contracts, community and neighborhood documents and binders.
• Sets up bid/request for proposal process and send information to vendors and contractors and collate the bids/RFPs for Board approval process as required by G.M.
• Transcribe and type documents and letters as required by the G.M.
• Scan, email, file and maintain documents as requested by G.M. and as required to meet ACM performance requirement tasks to include overseeing the WIP drive and ADRC platforms.
• Update and generate any required association and management reports as required by G.M.
• Coordinate all meeting logistics as required by G.M.
• Act as backup when G.M. is on vacation, sick days, or out of office.
• Assist G.M. with phasing/annexation and turnover process to include the collation and filing of associated documents.
• Prepares any resident information documents that require Board and or Committee approval, (i.e., Architectural Modification, homeowner variance requests, etc.).
• Work with Front Gate staff to issue residents gate access transponders and process all transponder payments. Corradiated guest vehicle access and assist in updating resident information in the gate access system.
• Maintain an organized workspace.
• Complete company training as assigned, attend all mandatory company functions and adhere to First Service Standards of Operation to include FirstService University courses.
• Must perform all Front desk/Customer Service Representative responsibilities as required.
• Overtime to be authorized by G.M. prior.
• Time card will not be approved otherwise.Other duties as assigned

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 50 lbs.
• Must have finger dexterity for typing/using a keyboard.
• Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents and grease, machinery and their moving parts and dust.
• Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time.
• Must be able to respond to requests and communicate to staff, coworkers, clients, and vendors.
• Consistent and regular attendance required.
• Some exposure to dust and noise.
• Some heavy lifting, standing, climbing