Office Manager

Office Manager

The Office Manager, under the direction and supervision of the Association Manager and First Service Residential is responsible for supervising the daily operation of the Association. This includes but is not limited to running the Association office, responding to residents’ requests in a timely manner, ensuring compliance with the Association’s governing documents, coordinating a maintenance schedule (daily/quarterly/annual) and working with on-site staff.

The Office Manager hours are Monday
- Thursday 8:00 a.m.

-1:00 p.m.

Your Responsibilities:

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Accountability for servicing customers with a focus on the values of First Service Residential:
  Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
• Must maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor.

Communication with Homeowners about Building or Association Issues

• Foster a welcoming and friendly environment for homeowners, staff, and vendors.
• The Office Manager is the central on-site contact for addressing homeowner questions and concerns and will answer all incoming calls and emails in a timely and professional manner.
• Communicate with homeowners about activities in the building, which may affect them via Connect, Email, Phone, Posting signs in message board/bulletin board/elevator.
• Provide individualize communications to homeowners about pertinent matters
• Ensure that on-site staff and contractors communicate with homeowners in a clear manner.

Manage Building Information

• Maintain all owner and renter information in Connect.
• Distribute memos, letters and weekly Newsletter via Connect.
• Create a weekly or month end report as directed by the Association Manager.
• Create weekly project status report for long- and short-term projects.
• Maintain a calendar of building activity.
• Move-In, Move-Out Dates/Schedules:
  Coordinate move in of new tenants and support unit owner in assisting lessees as they acclimate to the Association, as per Rules and Regulations, electronic fob, and garage card, etc.
• Maintain secure key entry system by keeping all key-records updated in the database and in the entry system.
• Ensure that information utilized by other staff is kept current

Oversee/Facilitate On-Site Staff

• Perform the role as team leader of staff.
• Ensure that employees have necessary tools, and access to necessary physical and informational resources to do their work.
• Conduct regular “check in “meetings with the on-site staff. Communicate new procedures/polices to staff.
• Ensure that staff procedures and performance are consistent with objectives of the Board of Directors, First Service Residential management practices, and the rules of the Association.
• Coordinate appropriate coverage of Office and Building Maintenance Caretaker for holiday, vacation or sick time.

Building Maintenance

• Maintain an annual maintenance calendar and update as needed. Review maintenance check lists with the Caretaker/ Maintenance staff and Association Manager
• Maintain Vendor List
• Gather detailed bids as directed by Associations Manager or Board for major non-recurring projects or for requested changes in recurring vendor contracts.
• Coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting the project.
• Write Work…