General Manager/ Hoa - Pearland, United States - Associa

Associa

Verified Company

Pearland, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

Job Summary
The General Manager (GM) is a performance driven leader and mentor to all onsite direct reports.

This position provides the overall supervision of a HOA community, interacting with board members, homeowners, vendors, committee members as well as staff of the Client Shared Services Center (CSSC) of Associa and with Somerset offices.

The GM will work collaboratively with the board on homeowner services, facility management, project oversight, Committees, proactive and clear communication with all residents and management of employees.

Job Duties and Responsibilities

Safety

Manage functionality of all Emergency and Fire Safety systems and procedures throughout the property.
Ensure all emergency phone tree contacts within each Property Emergency Manual are current with valid contact information.
Have all employees fully trained on emergency responsiveness.
Monitor timely building infrastructure inspections with local code enforcement and the Fire Marshall.

Employee Morale

Provide leadership and oversight in general operations of the property.
Foster a positive workplace environment with clear lines of communication.
Develop career engaged employees in their professional learning and advancement.
Work collaboratively with branch management, Human Resources and onsite management on any employee issues as they develop.
Recruiting, orientation and onboarding of all new employees.
Coaching, counseling and discipline, working with HR, with all employee issues.

Board Meetings

Attends all board meetings, providing an agenda, status of prior meeting action items, meeting materials and new business recommendations.
Manages the annual meeting and open board election process incorporating:
Notice of meeting/election per Governing Docs
Distribution of proxy ballots
Preparation of annual meeting slide deck, in cooperation with each board officer
Promote casting of ballots and meeting attendance in advance, seeking to meet quorum
Premeeting proxy ballot count
Coordinate meeting process Inmeeting final ballot count
Liaison with any and all committees, meeting on a regular schedule basis to provide resources and open communication channels with the board.

Financial Management

Process and properly code all invoices from vendors and service provides via StrongRoom
Oversee timely and accurate ADP payroll processing each pay period
Review and analyze monthly financial statements to ensure accurate and timely reporting
Prepare a monthly Variance Report, describing all material variances to budget and the underlying reasons
Prepare a draft annual operating budget for board's review and approval, according to the Governing Docs
Assist Somerset with coordination of state and federal tax filings
Assist Somerset in securing engagement letters from the board by which to conduct the annual third part CPA audit of the HOA
Ensure capital project expenditures are coded toward Replacement Reserves as appropriate

Facility Management

Establish a functional work order process whereby requests are handled promptly and completely, and the Chief Engineer manages the productivity of same.
Create and oversee a Preventive Maintenance schedule that covers all key assets including: mechanical, electrical, plumbing, infrastructure, electronic systems, security access and building infrastructure. The GM reviews worked performed with the Chief Engineer and then reports progress to the board during the monthly board meeting.
Responds to repairs and maintenance items that occur with the Chief Engineer.
Oversees project management via the annual Reserve Budget.
Review the Reserve Study annually and make recommendations for modifications.
Walk a portion of your building and parking lot daily, preferably with your Engineer, so that by the end of each week, you have seen and assessed the complete building, garage and grounds. This will give you the opportunity to stay ahead of any developing issues, create opportunities to see and visit with residents and communicate to your staff that you are paying attention to the details.

Project Management

Attend all project meetings and coordinate follow through with the board of directors.
Provide work product and information to Engineering Firms, Attorneys and Contractors as needed.
Coordinate project funding via Special Assessment and bank loan program, acting as liaison with Somerset corporate office and centralized Accounting.
Participate with external project update reporting mechanisms and address follow through on the part of management as appropriate.
Lead homeowner communications on all project status reports and updates.
Coordinate access and informational messaging with homeowners when project work intersects with individual homeowner units.
Oversee inhouse Engineering Department as it supports and interacts with project personnel.

Administration & Operations