Assistant General Manager

Job TitleAssistant General ManagerLocationFort Lauderdale, FLJob SummaryThe Assistant General Manager (AGM) supports the General Manager and works with all onsite employees. This position schedules employees, manages daily operations, delivery logistics of packages, and performs relevant duties as assigned by the GM. Overseeing the concierge desk and team, the AGM will ensure all homeowner concerns and communications are monitored and receive a timely response.The AGM actively contributes to the cleanliness and organization of the building, ensuring all back of house, storage, and utility rooms are clean, safe, and secure. Additionally, the AGM will ensure the proper supply and cleanliness of all amenity areas.When appropriate, the AGM will attend board meetings and support the AGM in accumulating material for presentation to the board and homeowners. If requested, the AGM will take minutes of all board meetings in the absence of a Secretary from the board.Job Duties and ResponsibilitiesSafetyManage 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 MoraleProvide support management 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 property and regional management regarding any employee issues as they develop.Orientation and onboarding of all new employees.Coaching, counseling, and discipline, working with the GM and HR, of employees as appropriate.Issue, receive, and review all hourly employee shift checklists daily. Report to GM on any trends.Board MeetingsAttend board meetings as requested, taking meeting minutes if needed. Provide updates to the boards on projects assigned to the AGM.Assist the GM in preparation for the annual meeting and open board election process incorporating:Notice of meeting/election per Governing DocsCall for candidatesDistribution of proxy ballotsCoordination of candidate bios and introductionsPreparation of annual meeting slide deck, in cooperation with each board officerPromote casting of ballots and meeting attendance in advance, seeking to meet quorumPre-meeting proxy ballot countCoordinate meeting processIn-meeting final ballot countAssist GM with any follow-up committee work and support as assigned by the GM.Financial ManagementProcess and properly code all invoices from vendors and service providers via StrongRoom.Verify and process all employee time cards per pay period.Oversee timely and accurate ADP payroll processing each pay period.Assist GM with review of monthly financial reports, and provide explanations when relevant.Assist GM with the preparation of a draft annual operating budget for board’s review and approval, according to the Governing Docs.Assist GM with capital project expenditure tracking and G/L coding.Facility ManagementMonitor work order process for open items, with follow through to completion.Monitor BuildingLink communications.Meet and direct contractors and service providers on site as needed.Review, learn and monitor the annual Reserve Study process, budget, and execution.Walk all amenities, grounds, and BOH areas on a daily basis, making corrections and recommendations.Administration & OperationsResponsible for maintaining a consistent level of cleanliness throughout the property.Ensures onsite employees are in uniform, name tag with appropriate hygiene and grooming.Provides training and resources for employees to conduct their duties with reasonable ease.Establishes performance accountability by department that is documented regularly.Assists GM with bid solicitations on projects and service agreements as assigned.CommunicationsAssists GM with generating information on weekly BOD update.Assists GM on monthly communication to all homeowners.Support concierge team in handling concerns, requests, and problems successfully.RequirementsKnowledge and SkillsStrong track record of increasing Employee Engagement and Satisfaction through a hands-on collaborative leadership style.Responsiveness to GM, board, and homeowners.Professional verbal and written communication skills.Confidentiality and discretion in the performance of all duties and responsibilities.Entry-level knowledge of Accounting, Financial statements, and Managerial reports.Proficiency with Microsoft Office Suite of products (WORD, Excel, Outlook, etc.).Detail orientation with a sense of urgency.Education and ExperienceBachelor’s Degree preferred.1-3 years of department level management experience at property level.Prior supervisory experience.Working ConditionsTypical office environment.On-site tours of existing buildings.Construction sites.Light travel will be required.Ability to attend evening HOA board meetings.Adherence to Covid-19 sustained protocols, while enforced.Company DescriptionWith more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit

www.associaonline.com

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