Associa
General Manager
Associa, Dallas, Texas, United States, 75215
Job Title
General Manager
Location: Dallas, TX
Job Description
Job Summary:
The General Manager (GM) is a performance-driven leader and mentor to all onsite direct reports. This position provides 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, and proactive 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 on-site management on any employee issues as they develop. Recruit, orient, and onboard all new employees. Provide coaching, counseling, and discipline, working with HR on all employee issues. Board Meetings
Attend all board meetings, providing an agenda, status of prior meeting action items, meeting materials, and new business recommendations. Manage the annual meeting and open board election process incorporating: Notice of meeting/election per Governing Docs Call for candidates Distribution of proxy ballots Coordination of candidate bios and introductions 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 Pre-meeting proxy ballot count Coordinate meeting process and in-meeting 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 providers 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 with coordination of state and federal tax filings. Assist in securing engagement letters from the board to conduct the annual third-party 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 productivity. 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 work performed with the Chief Engineer and reports progress to the board during the monthly board meeting. Respond to repairs and maintenance items that occur with the Chief Engineer. Oversee 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, to assess the complete building, garage, and grounds. 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 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 in-house Engineering Department as it supports and interacts with project personnel. Administration & Operations
Responsible for maintaining a consistent level of cleanliness throughout the property. Ensure onsite employees are in uniform, with name tags and appropriate hygiene and grooming. Provide training and resources for employees to conduct their duties with reasonable ease. Establish performance accountability by department that is documented regularly. Assist board with annual insurance quotes, comparisons, and selection of appropriate carrier(s). Solicit 3 bids on all contracts and service agreements before presenting and recommending options to the board. Communications
Manage board member communications, ensuring all members are aware of issues, concerns, projects, and all relevant matters as they arise. Provide board members with sufficient advance notice and information to assist in decision-making. Support TownSq application and training across all system users. Assemble and share a weekly update report to the board of directors, with bullet points of action items accomplished, and a status of ongoing projects. Author and distribute a periodic all-homeowner newsletter/update to keep residents informed. If notification of negative news is necessary, consult with Somerset management and the board prior to sending to all homeowners. Proactively listen to residents while seeking input and satisfaction levels regarding their time at Barton Place. Follow up personally with each homeowner following issue resolution to ensure satisfaction and underscore personal oversight. Communicate with residents during major projects or extended matters to keep them informed of progress. Knowledge and Skills
Strong track record of increasing Employee Engagement and Satisfaction through a hands-on collaborative leadership style. Proven ability to generate a high level of board and homeowner satisfaction at a sustained level. Professional communication skills effective at all levels of the organization as well as with clients, board members, vendors, bankers, attorneys, contractors, and strategic partners. Confidentiality and discretion in the performance of all duties and responsibilities. Solid knowledge of Accounting, Financial statements, and Managerial reports. Proficiency with Microsoft Office Suite (WORD, Excel, Outlook, etc.). Knowledge of Facility Management, including Preventive Maintenance, Work Orders, Operations, Capital Project oversight, and Reserve Study management. Detail orientation with strong follow-up skills, establishing accountability. Clear analytical and problem-solving ability, with decisions impacting several stakeholders. Proactive analysis of related information and options on each topic, enabling you to propose solutions and options to the board. Working Conditions
Typical 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 Seniority Level
Mid-Senior level Industry
Real Estate Employment Type
Requirements
Education and Experience
Bachelor’s Degree preferred. 3-5 years of Management experience at the property level. Home Owner Association (HOA) condominium experience or from a closely related industry such as Hotels & Resorts, Apartments, or Commercial property management. Company Description
With 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
.
#J-18808-Ljbffr
Job Summary:
The General Manager (GM) is a performance-driven leader and mentor to all onsite direct reports. This position provides 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, and proactive 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 on-site management on any employee issues as they develop. Recruit, orient, and onboard all new employees. Provide coaching, counseling, and discipline, working with HR on all employee issues. Board Meetings
Attend all board meetings, providing an agenda, status of prior meeting action items, meeting materials, and new business recommendations. Manage the annual meeting and open board election process incorporating: Notice of meeting/election per Governing Docs Call for candidates Distribution of proxy ballots Coordination of candidate bios and introductions 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 Pre-meeting proxy ballot count Coordinate meeting process and in-meeting 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 providers 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 with coordination of state and federal tax filings. Assist in securing engagement letters from the board to conduct the annual third-party 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 productivity. 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 work performed with the Chief Engineer and reports progress to the board during the monthly board meeting. Respond to repairs and maintenance items that occur with the Chief Engineer. Oversee 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, to assess the complete building, garage, and grounds. 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 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 in-house Engineering Department as it supports and interacts with project personnel. Administration & Operations
Responsible for maintaining a consistent level of cleanliness throughout the property. Ensure onsite employees are in uniform, with name tags and appropriate hygiene and grooming. Provide training and resources for employees to conduct their duties with reasonable ease. Establish performance accountability by department that is documented regularly. Assist board with annual insurance quotes, comparisons, and selection of appropriate carrier(s). Solicit 3 bids on all contracts and service agreements before presenting and recommending options to the board. Communications
Manage board member communications, ensuring all members are aware of issues, concerns, projects, and all relevant matters as they arise. Provide board members with sufficient advance notice and information to assist in decision-making. Support TownSq application and training across all system users. Assemble and share a weekly update report to the board of directors, with bullet points of action items accomplished, and a status of ongoing projects. Author and distribute a periodic all-homeowner newsletter/update to keep residents informed. If notification of negative news is necessary, consult with Somerset management and the board prior to sending to all homeowners. Proactively listen to residents while seeking input and satisfaction levels regarding their time at Barton Place. Follow up personally with each homeowner following issue resolution to ensure satisfaction and underscore personal oversight. Communicate with residents during major projects or extended matters to keep them informed of progress. Knowledge and Skills
Strong track record of increasing Employee Engagement and Satisfaction through a hands-on collaborative leadership style. Proven ability to generate a high level of board and homeowner satisfaction at a sustained level. Professional communication skills effective at all levels of the organization as well as with clients, board members, vendors, bankers, attorneys, contractors, and strategic partners. Confidentiality and discretion in the performance of all duties and responsibilities. Solid knowledge of Accounting, Financial statements, and Managerial reports. Proficiency with Microsoft Office Suite (WORD, Excel, Outlook, etc.). Knowledge of Facility Management, including Preventive Maintenance, Work Orders, Operations, Capital Project oversight, and Reserve Study management. Detail orientation with strong follow-up skills, establishing accountability. Clear analytical and problem-solving ability, with decisions impacting several stakeholders. Proactive analysis of related information and options on each topic, enabling you to propose solutions and options to the board. Working Conditions
Typical 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 Seniority Level
Mid-Senior level Industry
Real Estate Employment Type
Requirements
Education and Experience
Bachelor’s Degree preferred. 3-5 years of Management experience at the property level. Home Owner Association (HOA) condominium experience or from a closely related industry such as Hotels & Resorts, Apartments, or Commercial property management. Company Description
With 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
.
#J-18808-Ljbffr