Assistant Manager

Job Description

Job Description

We are seeking a detail-oriented and proactive Property Management Coordinator to oversee and enhance operations related to building facility inspections, board meeting support, vendor management, and compliance with community governing documents. This role requires a strong ability to communicate effectively with Boards of Directors, vendors, and residents, while ensuring timely execution of tasks and adherence to applicable regulations, including Davis-Stirling Act requirements.

Key Responsibilities :

• Facility Inspections and Maintenance Coordination :
• Conduct routine site inspections to assess building facilities and common areas, documenting necessary repairs or improvements.
• Compile actionable follow-up lists and oversee resolution of identified issues, coordinating with vendors and stakeholders as required.
• Meeting and Administrative Support :
• Prepare and distribute professional board meeting packages within designated timeframes, ensuring compliance with Davis-Stirling Act requirements.
• Attend board meetings in accordance with the Management Agreement, providing input, recording minutes, and drafting detailed follow-up item lists.
• Handle inquiries and directives from Boards of Directors for assigned properties with responsiveness and professionalism.
• Vendor Proposal Management and Project Oversight :
• Facilitate procurement by obtaining and reviewing vendor proposals at the instruction of Boards of Directors.
• Assist in preparing scopes of work for regular maintenance and special projects, ensuring alignment with community goals and standards.
• Budget Preparation and Financial Analysis :
• Collaborate with the Accounting Department to develop annual budgets and supporting documentation for member distribution.
• Review budget comparisons for accuracy, analyze variances, and propose corrective measures to optimize financial reporting.
• Approve invoices and monitor financial reports to ensure compliance with established budgets.
• Community Communications and Compliance :
• Draft and distribute notices, mailings, and email blasts as directed by Boards of Directors, ensuring adherence to Davis-Stirling Act guidelines.
• Manage the issuance of violation notices and other communications in accordance with governing documents and community standards.
• Calendar and Disclosure Management :
• Maintain and update annual community calendars, ensuring timely execution of monthly responsibilities, including disclosures mandated by the Davis-Stirling Act.

Qualifications :

This position offers the opportunity to play a vital role in improving operational efficiency, fostering positive relationships with stakeholders, and ensuring the smooth management of community properties.