Description
Executive & Administrative Support
Provide high-level administrative support to the General Manager, Board of Directors, as well as the corporate leadership team, including scheduling, meeting coordination, correspondence management, and In Unit Charge Reporting.
Help organize the General Manager calendar, daily operations, and contract duties by creating calendars, contract trackers, action item trackers, charges trackers, assisting with Front Desk issues.
Help manage the operations and to attend most of the meetings with the GM for coverage and knowledge purposes.
Ability to proof contracts, invoices, claims, AIA contracts, as a second set of eyes for the manager.
Ability to handle committee requests, and follow through with committees on items as the General Manager assist in other areas.
Distribute operational reports such as the AGM report for the BOARD Meeting for the manager to include monthly for the Board of Directors review.
Help General Manager collect all reports to compile the Board of Directors monthly report.
Maintain organized systems for documentation, contract tracking, and internal communications with the BOARD OF DIRECTORS AND CORP MANAGEMENT.
o BuildingLink Fluency is a must.
Serve as a trusted point of contact for the Board of Directors, executives, residents, and external partners, ensuring professional and timely communication.
The ability to fill in for the General Manager in his absence.
The ability to assist the General Manager with managerial level decisions and recommendations. Serving as a counterpart to them is essential.
Operational & Property Management
Oversee the day-to-day operations of assigned of TST, ensuring maintenance, vendor coordination, and unit owner needs are handled efficiently.
Monitor property conditions, assist with inspections, and facilitate resolution of service requests or operational issues.
Develop response process for leaks, claims, emergency services when needed.
Coordinate vendor services, track project timelines, and ensure adherence to Association policies and quality standards.
Financial & Invoice Management
Manage invoice coding and processing, ensuring all vendor and expense invoices are accurately classified and submitted for approval in a timely manner.
Review and interpret in unit invoices, verifying and timely billing occurs both for accuracy and ensuring correct application of miscellaneous charges.
Support the budgeting process by accurate tracking of expenditures, maintaining financial records such as invoice coding, and assisting with knowledge of site contracts.
Collaborate with accounting and finance teams to resolve discrepancies on unit owner accounts and maintain compliance with corporate financial protocols.
o Ability to review C3 is preferred.
Customer & Client Relations
Serve as a primary contact for unit owners and clients, ensuring inquiries, billing questions, and service requests are addressed promptly and professionally.
Build and maintain strong relationships with residents, owners, and vendors to enhance satisfaction and trust.
Coordinate move-ins, move-outs, and lease renewals for record keeping, Owner Insurance collection for record keeping, ensuring smooth transitions and proper documentation.
Process Improvement & Coordination
Identify and implement operational improvements that streamline workflows and enhance service delivery.
Develop and maintain standard operating procedures for administrative and financial processes.
Support special projects and property initiatives, providing executive-level coordination and reporting.
Other
This position is designed for senior-level assistants and serves as a leadership development role. The selected individual will be mentored directly by the General Manager with the objective of growing into a future General Manager position.
Responsibilities are not limited to the items listed above; additional duties and special projects may be assigned as business needs evolve.
Requirements
AMS & CMCA a must, PCAM preferred.
