Experienced Assistant Association Manager (Soma / South Beach)

Feb. 17, 2012

San Francisco, CA

Confidential

SAN FRANCISCO-BASED PROPERTY MANAGEMENT COMPANY SEEKING EXPERIENCED ASSISTANT ASSOCIATION MANAGER FOR 600+ UNIT RESIDENTIAL HIGHRISE

The Assistant General Manager shall be responsible for the management and over site of specific projects assigned to them by the designated General Manager. The Assistant General Manager shall be responsible for all phases of managing specific projects to a state of completion. This shall include project set up, strategic planning, bidding, budgeting and financial management, vendor interface, communication and updates to upper management and the Board of Directors, etc. The Assistant General Manager provides confidential administrative and project support to the General Manager and Board of Directors. The Assistant General Manager will be responsible for assisting the General Manager in preparing for meetings, elections, and mailings. The Assistant General Manager is responsible for independently researching and preparing administrative documents, interfacing with residents, contractors, Committee and Board members, performing special projects and administrative functions and attending meetings as designated by the General Manager. This position requires knowledge of Association documents and overall operations.

Project Management Functions:

The Assistant General Manageras duties and responsibilities include but are not limited to the following:

1. Takes directive from the General Manager regarding all specific special projects.

2. Interfaces with the General Manager regarding directives, updates, strategic planning. Assistant General Manager shall be responsible for conducting project presentations & updates to the Board of Directors when applicable.

3. Develops specific strategic plans in writing pertaining to all specified special projects. The plan should identify the nature of the project, challenges associated with project, desired outcomes from completing the project and steps/actions required to complete the project to achieve the desired outcome. The plan shall also include a budget and vendor proposals when applicable.

4. Obtains approval of designated plan from GM and Board of Directors.

5. Obtains vendor proposals for designated scopes of work associated with the special projects. Proposal solicitation may require the Assistant General Manager to draft or engage a professional to draft specifications for the bid process.

6. The Assistant General Manager is responsible for all phases of project over-site. This shall include weekly/daily inspections, staff or vendor meetings, contract negotiations, budget management, dispute resolution, process payment per contract and quality control.

7. Contract Management: Assistant General Manager shall be responsible for reading and understanding all terms, conditions and specifications of vendor contracts and shall be responsible for contract administration and dispute resolution associated with contract disputes. Assistant General Manager shall ensure that all vendors and scopes of work are being completed in a manner that is consistent with the minimum standards set forth in project specifications, contract, or written directives.

8. Assistant General Manager shall be responsible for all phases of financial management associated with each project, when applicable, and shall prepare and present a budget analysis, when applicable, or requested by the GM or Board of Directors.

9. Quality Control: Assistant General Manager shall be responsible for ensuring that vendors complete all scopes of work to the minimum quality standards set forth in contracts, specifications, written directives and standards not written but established by existing conditions at the property. aExisting conditions at the propertya shall include but not be limited to those finishes, conditions, standards of exiting work, materials, workmanship, aesthetics that currently exist at the property.

10. Project manger shall be responsible for drafting a schedule of events and target completion date for projects prior to commencement. Assistant General Manager shall further be responsible for managing the project to completion consistent with the aforementioned schedule.

11. Assistant General Manager shall provide written notification to the GM in the event of schedule or completion date changes.

12. Assistant General Manager shall provide the GM with written notification of project completion and provide the GM with final project documentation when applicable. Documentation shall consist of final accounting, copies of warranties, project specifications, contracts, etc.

General Administrative Functions:

1. Prepares correspondence and reports for the General Manager, Board of Directors and assigned Committee Chairs.

2. Performs administrative office duties for the management office. Assists in establishing and maintaining procedures, as required, for the efficient functioning of the management office. Assures office environment is clean, orderly and supplies are ordered as required. Coordinates service as needed for maintaining office equipment (copy machine, computers, postage machine, etc.).

3. Responsible for working with the computer consultant to assure the system performs at all times.

4. Assists General Manager in coordinating office workflow, reports, and other such communications to meet deadlines.

5. Completes administrative work requests from Board of Directors and Committee members.

6. Responsible for Administrative file maintenance, both homeowner and corporate on both electronic and hard copy systems to include annual cleaning of files for cold storage.

7. Maintains the official data base of association owners and tenants which requires the processing of all escrow documents and record changes; reviews, corrects and updates the data base on a daily basis. Maintains an email address system for the residents and an electronic file for each unit for all electronic filing.

8. Maintains a Procedures Manual explaining how data base and word processing files are accessed/printed for Annual Membership Meeting, Annual Budget Package, Master Insurance Policy billings, and any other membership mailings.

9. Collects and prepares information for the General Manageras use in discussions and meetings of Boards of Directors and other Association business.

10. Assists the General Manager in coordinating information and compiling the monthly Board packet.

11. Prepares responses to resident correspondence as directed by the General Manager and reports on the response.

12. Prepares and mails notices to homeowners regarding insurance payments, assessments and payments, Annual Meeting and Bylaw changes, rules violations, design and renovation requests and performs follow up and rules enforcement administration.

13. Performs special project assignments at the General Manageras direction.

Accounting Functions:

Weekly reconciliation of invoices, sort and prepare for signature for approval by General Manager.

Submit checks to General Manager for review, obtain signatures and mail out. File documentation.

Other Functions

1. Assists the residents and staff in answering questions, interpreting, explaining and advising the public, owners and residents concerning the policies and procedures of the Association.

2. Assures the resident database is correct and updated at all times on the Front Desk and Management Office systems.

3. Represents management with the residents.

4. Attends and participates in All Staff and Department Meetings.

Qualifications & Skills Required

The requirements listed below are representative of the education, qualifications, skills, and/or abilities required.

1. Minimum of 2 years experience working in a common interest development, community association with related administrative/clerical and project management experience; required experience in corporate settings or homeowner association settings.

2. Proficient with a variety of database management and software applications, including MS Office (Word, Excel, PowerPoint, Outlook).

3. Ability to keyboard a minimum of 50 wpm.

4. Ability to effectively coordinate multiple projects, use time management skills and exercise independent judgment.

5. Excellent mathematics, spelling and English writing skills.

6. Strong internal/external customer relations skills required to communicate effectively with all levels of management, employees, homeowners, and others.

7. Ability to work with confidential/sensitive information and use diplomacy in communicating such information.

8. Effective calendar management and follow up skills.

9. Professional image per policy.

10. Ability to effectively and efficiently handle shifting priorities and deadlines.

11. Ability to operate equipment as defined by the position.

12. Ability to meet scheduling and attendance requirements per policy and the position.

13. Ability to consistently provide high level customer service and maintan professionalism under stressful conditions.

Physical & Environmental Requirements

The physical demands described herein are representative of those that must be met by an employee to perform the functions of this job. Frequent stooping, standing, walking, sitting and reaching are required. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions of the job.

a{cent} Ability to move 15 lbs. of force frequently and 20 lbs. of force occasionally

a{cent} Ability to effectively communicate in English (verbally & in writing)

a{cent} Ability to operate necessary equipment & visually interpret data

An individual will be exposed to the following while performing the functions of this job:

a{cent} Interior environmental elements

a{cent} Walking the exterior of the building

a{cent} Repetitive movements

a{cent} Stressful situations with demanding and angry residents

Please forward your cover letter, resume and salary requirements.