Office Manager

Location: Minneapolis

Description

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 vendors.

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

-1:00 p.m.

Essential Duties & 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 residents, guests, 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 on a timely basis.

* 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.

Building Maintenance

* Maintain an annual maintenance calendar and update as needed. Review maintenance check lists with the 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 project.

* Write Work Orders for On-Site Maintenance Tasks

* Advise homeowners on issues of homeowner versus association expenses.

* Ensure cleanliness and condition of the building and the surroundings by walking the property interior and exterior weekly and initiating necessary action to correct conditions.

* Ensure compliance and safety as it pertains to all applicable procedures including building safety and emergency procedures.

* Conduct quarterly safety walk-throughs utilizing checklist and coordinate any issues with the corporate Safety Committee.

* Work with Association Manager on larger maintenance projects. Communicate deficiencies in need of attention.

Contact and Advise Contractors Serving the Association

* Advise contractors of homeowner versus association responsibility.

* Authorize appropriate work as directed by the Association Manager.

* Monitor contractor compliance with the Rules and Regulations

* Oversee work to its satisfactory completion. Advise the Association Manager when non- routine problems occur, or work is not satisfactorily completed.

Financial Management

* Submit charge forms to Association in a timely manner for charges and payments made by owners

* Review and approve vendor invoices in Avid

* Understand and review monthly financial reports

* Understand the annual budget and reserve plan

* Work with Association Manager to provide information for annual budgeting process

Miscellaneous Duties/Projects

* Place orders for supplies and services needed for the Association.

* Create effective filing system for the office and shared files.

* Create procedures and forms to support the daily operations of the building.

* Work on miscellaneous projects, as necessary or as requested by Association Manager.

Security and Camera System

* Maintain secure key entry system and update key records in database and entry system. Know how to program…