Office Manager

un Office Manager (Coronado Condominiums) Coronado Condominiums 2800 Cerrillos Road near Calle de Oriente East compensation: $60,000 employment type: experience level: mid level job title: Office Manager Coronado Condominiums is seeking a Manager with an accounting background to oversee the billing and maintenance for our 188-condominium complex. Scope of Job: The manager is responsible for all aspects of office operations, accounting, maintenance, and construction projects. Supervision: The manager will be accountable to the Board of Directors with direct supervision by the Board's President. The manager is responsible for direct supervision of Bookkeeper, Maintenance Staff, Night manager, Hourly Workers as needed, and vendors providing services for Coronado. Salary/Benefits: Annual Salary commensurate with qualifications and experience in this field, as well as any other field that supports the mission of the Association: $60,000 Annually (Salaried/Exempt Status). Normal Work Hours for this position: M-F 10 AM to 7 PM. Benefits include Healthcare Premium Support (through BeWellNM.com of at least $600/month OR pay the difference for health premium for manager if already on a Family Plan with Spouse's Employer), and Time Off = Personal, Vacation, Sick, Funeral, Jury, etc., as well as 7 Federal Holidays Off per calendar year (accrued per calendar year; no rollover time). NO Retirement Plan is offered. Legal Responsibilities: The manager will be responsible for reducing the legal liability for the Association by reviewing and understanding the CCA Declaration, Bylaws, and Policies to guide your decisions and to guide owners. In addition, you may be the point of contact for the Association with attorneys and the courts so must know what to say and what not to say to assist while reducing CCA liability. Provide a safe working/living environment for all staff, owners, residents, and guests. Responsibilities to Owners: The manager will be responsible for customer service with all the owners by assisting them with advice on tenant-owner issues, orienting new tenants as needed, assisting vendors (renovators, repair people) with access as needed, interpretation of policies/fine structures, assisting them with CCA payment issues, and other issues that will improve the quality of their association with Coronado. Supervisory Duties: The manager will supervise all staff to include hiring, orientation, training, safety requirements, disciplinary actions, safety and performance evaluation, and terminations. Comply with Federal and NM Labor laws. Report to Board of Directors at monthly meetings on significant actions with appropriate recommendations. Work Schedules: The manager will be responsible for work scheduling of Maintenance Staff and Night manager. All Building and Maintenance staff will rotate duty on weekends, as well as evening and holiday duty for emergencies only. Billing: The manager will be responsible for knowing how to use EasyHOA property management software. (we will train you on this program, as needed). Manage the collection of and ensure accuracy of timesheets from all CCA employees. Make sure that all payroll Centralized Receivables Service (CRS) deposits are filed on time. Manage the maintenance and organization of all payroll records. Banking: The manager will be responsible for preparing or having prepared bank deposits and organizing the paperwork for withdrawals/transfers by Treasurer/Officer. The manager will also personally make bank deposits and ensure accurate records using EasyHOA. Purchasing: The manager will be responsible for ensuring the purchase of all related items for building repairs and ground maintenance, purchase and maintain appropriate inventories of equipment, provide records, serial numbers, warranties and invoices of equipment including repairs of equipment, maintain invoices with proper documentation for payment and record keeping, create an Inventory List of all the equipment (office, truck, tools, gates, etc.) and when each was purchased/price/warranty/replaced/location where it's stored, etc. and maintain this list for the Association & Auditor. Buildings, Construction, Repairs, and Landscaping: The manager will evaluate and recommend to the Board of Directors all major construction, major building repairs, and major landscape improvements. The manager is responsible for identifying vendors, working with them to understand their role and tasks, as well as monitoring their progress, quality of work, timeliness, and reasonableness of their bids for the work done; then report back to the Board. Under the Project Management Guidelines, the manager will obtain Board authorization to accept bids, evaluate the bids, and negotiate contracts for projects, prepare a strategic plan for projects, and oversee costs, quality of work, and schedules to comply with the contract. In addition, prepare, follow-up, maintain, and sign off on written work orders per project. On an on-going basis, the manager will continuously and on his/her own initiative and judgment, improve the structures, common areas, and equipment with the assistance of the staff. Most importantly, identify critical maintenance problems and take immediate corrective action. During the summer months, the manager will supervise the operation and maintenance of the swimming pool. During the winter months, ensure that maintenance staff perform snow removal on a timely basis to minimize liability to CCA. Therefore, the manager is responsible for monitoring the winter weather to advise the Maintenance staff on whether to spread de-icer on stairs and sidewalks, as well as using the snow blower as needed. In addition, when to lock the Entrance and Exit gates open depending on the amount of snow/ice present/projected. The manager will be responsible for understanding, learning, and deciding what needs to be done to maintain, repair, monitor, and provide proper access to the gates. Maintain and upgrade gated entrance with seasonally appropriate flowers and foliage. In addition, maintain and upgrade surveillance cameras located throughout the condominium complex. The manager will be responsible for ensuring the laundromat, shop, and storage areas are kept clean, organized, and environmentally safe at all times. Board of Director Meetings: The manager will be responsible for the Monthly Board Meetings and the Annual Members Board Meeting for all Owners by gathering data/financials, make presentations upon request, administering/monitoring Zoom during the meeting, taking the notes for the Secretary (provide to Secretary the week after the meeting for verification), documenting the votes/motions, and providing any data/information for Board Members as requested. For each meeting, the manager will ensure preparation of monthly updates on maintenance and construction projects (Office Report) and summary of violations of policies or rules (Night manager and Office Reports). Coronado Rules & Regulations: The manager will be responsible for being knowledgeable of Coronado Rules & Regulations (for tenants), as well as The Declaration, The Bylaws, and Policies and Procedures (for owners). The manager will be prepared to enforce them and submit monthly reports to the Board at each monthly Board meeting of those not in compliance (via The Office Report). Principals only. Recruiters, please don't contact this job poster. post id: ... updated: [ ]