POSITION SUMMARY
The Site Manager acts as the Association’s primary administrator, overseeing the day-to-day
administrative, labor and operational elements of the Association and is responsible for carrying
out and implementing the policies and directives of the Board of Directors.
DUTIES AND RESPONSIBILITIES:
1. The Site Manager shall be the primary contact for the residents, employees, vendors and contractors for the Association.
2. The Site Manager shall oversee the on-site personnel of the Association, schedule work hours to minimize overtime and schedule assignments to ensure adequate coverage of the workstations.
3. The Site Manager shall supervise and direct all association personnel, answering general and technical work related questions and assigning major work duties within the scope of each worker’s job description.
4. The Site Manager shall supervise all contract workers working on the premises and ensure they comply with all safety rules of the Association and Federal and State governing bodies.
5. The Site Manager shall evaluate the work performance and the complete work of the Association staff and shall be responsible for ensuring adequate training, instruction and counseling whenever completed work or employee performance is unsatisfactory. The Site Manager shall report immediately all unsatisfactory or controversial performance
incidents to the Managing Agent.
6. The Site Manager shall provide cross training of the staff to ensure a reasonably stable operation.
7. The Site Manager shall approve all personnel actions of the staff and submit a recommendation to the Managing Agent for final approval. This is specifically intended to address all hires, terminations, promotions, time-off, performance evaluations, disciplinary actions, and wage adjustments in accordance with the Association’s written employment policies, state and federal labor laws, and the policies and directives of the Board of Directors.
8. The Site Manager shall handle employee grievances according to the personnel guidelines established by the Board of Directors and according to State and Federal labor laws.
9. The Site Manager shall be responsible for the preparation of job descriptions.
10. The Site Manager shall maintain all Association files and records in a strictly organized manner and have all files, and documents to be contained in the files, prepared and in place within one week of the event promulgating the necessity for the file.
11. The Site Manager shall be responsible for preparing, coding and transmitting all invoices received to the Managing Agent not less often than weekly.
12. The Site Manager shall be responsible for preparing, coding and transmitting a petty cash statement to the Managing Agent not less often than monthly.
13. The Site Manager shall be responsible for preparing and presenting a monthly and annual staffing and operations report detailing wage adjustments, manpower needs, changes to operating procedures or employment policies that the Site Manager feels are necessary for continued adequate operations.
14. The Site Manager shall be responsible for conducting all worker orientation training and ensuring compliance with all statutory requirements regarding the hiring process. This training shall cover all day-to-day duties for each job position within the departments.
15. The Site Manager shall be responsible for ensuring each worker receives any additional training necessary to ensure the successful and professional performance of assigned tasks.
16. The Site Manager shall be responsible for ensuring that each employee actively trains a subordinate or co-worker to cover his duties during his or her absences and to provide the Association a relatively secure management structure in the event any key employee’s relationship with the Association is terminated or temporarily interrupted.
17. The Site Manager shall provide support, as requested, to the various committees seated by the President of the Association and attend such meetings as requested by the President of the Board of Directors or committee chair.
18. The Site Manager shall perform the duties, as needed, of subordinates during their absences.
19. The Site Manager shall promptly transmit all correspondence received to the ManagingAgent or Board of Directors and respond to the correspondence as directed by the Managing Agent or Board of Directors.
20. The Site Manager shall be responsible for ensuring that all equipment is maintained in good working order and that preventive maintenance tasks are performed timely to extend the life of said equipment.
21. The Site Manager shall maintain up-to-date maintenance logs on each piece of equipment maintained in inventory by the Association.
22. The Site Manager shall utilize the computer system to the best of his/her ability and attend training sessions for improving computer skills as required.
23. The Site Manager shall keep up-to-date on the developments in the community association and facility management industry that may impact the association and shall make written recommendations to the Board of Directors that could improve the efficiency of the operations.
24. The Site Manager shall act as the Association’s spokesperson in the event of necessary interaction with the media.
25. The Site Manager shall perform any other duties as instructed by the Board of Directors.
Other Duties:
26. Make supply requisitions, pick-up supplies and accept deliveries.
27. Possess a valid state vehicle operator’s license and maintain a personal vehicle with valid safety inspection, registration and insurance certificate suitable for business use, on or off the property, in accordance with the Association’s mileage reimbursement policy.
28. May be assigned the duties of the Association Safety Coordinator and be responsible for safety training, safety compliance, accident reporting and investigation.
SUPERVISION
A. Supervision Exercised:
Exercises direct and indirect supervision of all subordinate administrative, security,
housekeeping, maintenance, and grounds personnel.
REQUIREMENTS
A. Mental, Physical and Communication Demands:
The Site Manager duties require excellent organizational, leadership and managerial skills, the ability to multi-task and the ability to deal with frequent interruptions while performing complex computer or administrative tasks. Duties require prolonged periods of deskwork and relating to people in a friendly and professional manner. Duties require the ability to control temper in the face of adverse resident complaints or negative criticism and to never use abusive, vulgar or disrespectful language to, or in the presence of, residents, guests, vendors or contractors. Requires working to established procedures, developing new procedures, maintaining reliable work attendance and working under minimal supervision. Requires excellent verbal and written communication skills and following oral and written instructions. Requires ability to ride and work in elevators and work in high places, such as the rooftop or on a swing stage.
B. Working Conditions:
Indoors, air-conditioned office. Outdoors, direct sun on occasion while inspecting property,
observing operations and assigning tasks to subordinates.
C. Equipment Use:
General office equipment and desktop computer. Hand tools, power tools and equipment, light machinery.
D. Work Hours:
The Site Manager shall be responsible for staffing the administrative offices Monday through Friday 8:00 a.m. to 5:00 p.m. (TBD) Duties may require occasional overtime and an adjusted schedule to properly maintain the project and work standards.
MINIMUM QUALIFICATIONS
A. Experience:
A minimum of one year experience supervising in excess of 10 workers performing administrative, security and maintenance services to a large customer service-oriented facility, or any combination of experience and education which would provide the necessary knowledge, skills and abilities to meet the minimum qualifications to perform the essential functions of this position.
B. Knowledge:
In addition to meeting the mental, physical and communication demands listed above, requires demonstrated knowledge of the community associations industry and knowledge of personnel management, building security and maintenance systems and methods. Must be personally capable of performing all functions as needed, with reasonable dexterity, speed and efficiency