Property Manager

Administrative Assistant  |  Customer Service  |  Property Manager  |  Accounting Assistant  |  Assistant Property Manager

JOB TITLE: Property Manager

DEPARTMENT: Blue Sky Miami Property Management Division

REPORTS TO: Managing Director


SUMMARY:

Position is Community Association Manager, licensed under the provisions of Chapter 468, Florida Statutes.Under general supervision and in association with the Board of Directors, plans, directs, recommends and implements policies and procedures to ensure the performance and supervision of functions and services required to maintain the common elements and operate the Association in a first class manner and in accordance with community rules and regulations.

This is a hands-on, leadership position responsible for oversight of the administration, fiscal, human resource, maintenance and security functions.The position requires flexibility regarding working hours as it is on call 24-hours, 7 days a week for emergency consultation in the event of abnormal occurrences requiring supervisory involvement. All services of the Property Manager are under the direct supervision of the Managing Director and are performed in accordance with the Management agreement with Blue Sky Miami.


ESSENTIAL DUTIES AND RESPONSIBLITIES: (Include the following. Other duties may be assigned)

  • Supervises hiring of direct employees and supervises selection of outside vendor staffing to assure personnel capable of meeting the community goals and high standards in a hospitable, sensitive and courteous manner.
  • Schedules and/or reviews staff assignments to assure adequate coverage while being conscious of working within the assigned budget.
  • Works under direction of the Managing Director in meeting guidelines of Board of Directors.
  • Plans, directs and oversees implementation of comprehensive systems for protection of the community assets and records of the Association in a business-like manner.
  • Inspects community and facilities in order to determine maintenance and security needs.
  • Documents, interviews and assists residents regarding complaints about direct employees and vendor staff conduct.
  • Inspects and directs inspection of premises detect safety hazards and to ensure the safety rules are posted and enforced.
  • Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury relating to the ownership and maintenance of the common elements and operation of the Association, including damage or destruction to common elements.
  • Assists in preparation of reports and insurance claims for damages to Association property, including estimated cost of repair, and causes repairs to be made in accordance with the Board of Directorsí approval.
  • Coordinates preparation of agenda for monthly meetings of the Association; attends committee meetings; prepares Minutes; and supervises file and record management.
  • Attends meetings of the Board of Directors and Annual or Special Meetings of the Unit Owners.
  • Assists in preparation of monthly financial reports and reviews same for accuracy and variance trends.
  • Provides monthly management report to Board of Directors with recommendations, as appropriate, to enhance community appearance, values and promote harmony among residents.
  • Maintains a businesslike relationship with Unit Owners whose requests for services shall be received and recorded so that requests can be acted upon expeditiously.Any serious complaint shall be fully and promptly investigated and reported to the Board of Directors.
  • Assists in establishing operational procedures for activities such as fire prevention and fire fighting, traffic control, guarding and patrolling physical property and investigation of accidents or criminal acts.
  • Assists in preparation of the Annual Budget.
  • Prepares recommendations for collection action on delinquent accounts and acts as liaison with legal department and Association counsel and Board.
  • Assists in monitoring compliance with Rules and Regulations and shall implement procedures for handling violations; drafts and signs correspondence and required notices in connection with Unit Owners who are in violation of the Declaration and Rules and Regulations; and maintains accurate records to follow up on rule violations and acts as liaison with counsel if legal action is required.
  • Solicits bids or maintenance and construction projects and participates in selection of contractors and vendors.
  • With prior Board of Director approval, makes service contracts, contracts for furnishing of landscape maintenance, janitorial and maintenance services, water, electricity, gas, telephone, pool maintenance, exterminator service, repairs or reconstruction of structural improvements, preventive maintenance, and such other services deemed to be in the best interests of the Association and necessary in order to administer the Association in a first-class manner in accordance with the Declaration.
  • Subject to the approval of the Board of Directors, supervises, hires and fires contractors rendering services to the Association.
  • Inspects and assures repair and maintenance of equipment and building components and reviews invoices to confirm work completion and contract compliance.
  • Reviews and approves payroll for all direct employees and reviews and codes vendor invoices before payment.
  • Processes and tracks all architectural change requests by Unit Owners.

    SUPERVISORY RESPONSIBILITIES:

    Manages subordinate supervisors who supervise employees in the Maintenance and Office (to include bookkeeping and accounting). Is responsible for the overall direction, coordination, and evaluation of those employees. Also directly supervises non-supervisory employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


    COMPETENCY:

    To perform the job successfully, an individual should demonstrate the following competencies:

    ∑ Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data.

    ∑ Design - Generates creative solutions; Demonstrates attention to detail.

    ∑ Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

    ∑ Project Management - Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

    ∑ Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

    ∑ Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

    ∑ Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

    ∑ Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.

    ∑ Written Communication - Writes clearly and informatively; Able to read and interpret written information.
    ∑ Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

    ∑ Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transitions and evaluates results.

    ∑ Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.

    ∑ Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

    ∑ Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services; Continually works to improve supervisory skills.

    ∑ Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

    ∑ Business Acumen - Understands business implications of decisions; Displays orientation to profitability.

    ∑ Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; contributes to profits and revenue; Conserves organizational resources.

    ∑ Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

    ∑ Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities ; Supports affirmative action and respects diversity.

    ∑ Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.

    ∑ Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

    ∑ Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

    ∑ Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

    ∑ Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

    ∑ Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

    ∑ Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.


    QUALIFICATIONS:

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    EDUCATION AND/OR EXPERIENCE:

    Associate's degree (A.A.) from two-year College or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.


    LANGUAGE SKILLS:

    Ability to read, and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.


    MATHEMATICAL SKILLS:

    Ability to add, subtracts, multiply and divides in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to read, understand and report on variance from Profit and Loss Statement.


    REASONING ABILITY:

    Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.


    COMPUTER SKILLS:

    To perform this job successfully, an individual should have knowledge of Project Management software; Spreadsheet software and Word Processing software.


    CERTIFICATES, LICENSES, REGISTRATIONS:

    Real estate, Human Resources, Motivational, HUD, CAM


    OTHER SKILLS AND ABILITIES:


    OTHER QUALIFICATIONS:

    ∑ People skills, budget control, income review and analysis.

    ∑ Marketing results, performance and review.

    Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    - Some lifting; typically 25lbs. or less.

    - Walking for long periods of time when inspecting the property, supervising employees, handling resident complaints and other tasks associated with the management of a property.

    Work Environment: The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

    - Stress associated with completing tasks in a timely manner and relating to other facets of the job. - Exposure to noise is frequent.

    - Exposure to a variety of weather conditions is frequent.

    Scheduling: The employee is subject to schedule changes and/or overtime as required by the job and his/her supervisor. This may include working weekends, working after the course of normal business hours and at other times as required by the job. The employee is subject to these schedule changes on as little notice as 24 hours.

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