Shire Jobs

Position:           GENERAL MANAGER

Location:         Onsite

Hours:                Monday -- Friday , 9:00 AM to 5:00 PM

Pay Range:      $95,000.00 -- $115,000.00 Annual Salary

Report to:        Executive Board

JOB DESCRIPTION

The General Manager (GM) is responsible for the day-to-day management and operations of the Association, ensuring financial integrity, operational efficiency, and effective property and personnel management. This role works directly with the Council, Treasurer, committees, vendors, and residents to ensure that the organization runs smoothly and that all statutory, financial, and operational duties are performed in accordance with the Association's goals and objectives. Below are the core responsibilities of the General Manager. This list is subject to updates or revisions based on the evolving needs of the organization.

FINANCIAL MANAGEMENT

A. Accounts Payable

• Oversee all invoices for payment, ensuring accuracy and alignment with the appropriate general ledger accounts.
• Forward invoices to the Danella accounting department for timely processing.

B. Accounts Receivable

• Work closely with the accounts receivable department to monitor and distribute a monthly summary of delinquent accounts to the Council.
• Ensure delinquent accounts are processed in accordance with the Association's policies.
• Collaborate with legal counsel on collection actions when necessary.

C. Budgeting

• Collaborate with the Treasurer, Budget Committee, and Danella accountant to prepare the budget for the upcoming fiscal year.
• Throughout the fiscal year, monitor and update the budget in cooperation with the Board and relevant committees, ensuring alignment with financial goals and operational needs.

D. Monthly Financial Statements

• Assist the Danella accounting team by providing information on unpaid invoices or anticipated expenditures to ensure proper accrual of expenses in monthly financial statements.

E. Contracting and Procurement

• Ensure all contracts exceeding $5,000 or with terms longer than one year receive proper approval from Council officers.
• Administer contracts to ensure compliance with established guidelines.

F. Special Capital Project Analysis

• Work with the Danella accounting team and Budget Committee to prepare reports and analysis on capital project funding, providing the Council with financial insights and recommendations as required.

ADMINISTRATIVE MANAGEMENT

A. Records and Documentation

• Maintain an organized and comprehensive filing system for critical operational documents, financial records, and unit activity files.

B. Internal and External Communications

• Establish and maintain consistent and effective communication with the Council, residents, owners, and on-site staff.
• Provide regular updates on significant events, policies, or operational changes.

C. Council and Committee Meetings

• Attend monthly Council meetings, general membership meetings, and special committee meetings.
• Assist with the preparation of materials for meetings and provide research or analysis for specific projects as needed.

D. Office Administration

• Oversee the day-to-day office operations to ensure all business correspondence is conducted professionally and in a timely manner.
• Ensure operational processes are efficient and meet the needs of the Association.

E. Insurance Management

• Oversee the Association's insurance program, including soliciting competitive quotes and managing renewals in compliance with governing documents.
• Handle insurance claims and assist with the claims adjustment process, working closely with both residents and claims adjusters.

F. Election Management

• Organize and execute the annual Council elections, from the solicitation of candidates to the coordination of the election process and meeting logistics in collaboration with the Election Committee.

G. Public Relations and Community Engagement

• Distribute memos and updates to residents regarding building activities and important notices.
• Foster positive relationships with neighbors and the wider community to support a harmonious living environment.
• Onboard new owners, providing information and guidance to help them integrate smoothly into the community.

H. Rules and Regulations Enforcement

• Regularly monitor building premises to identify potential violations of the Association's rules and regulations.
• Address infractions promptly, issuing written communications to owners and keeping the Council informed of any actions taken.

PROPERTY MANAGEMENT

A. Management Reporting

• Submit weekly activity reports to the Council, summarizing key developments and tasks completed during the week.
• Provide an annual report on goals and objectives, as well as a detailed work plan for the maintenance team.
• Prepare a monthly management report detailing all significant events and decisions related to the property.

B. Property Inspections

• Regularly inspect the property to identify maintenance issues and direct them to the maintenance team for resolution.
• Oversee the completion of maintenance work and inspect work performed by contractors and in-house staff to ensure quality standards are met.

C. Employee Relations and Staffing

• Provide recommendations to the Council regarding the hiring, dismissal, or salary adjustments for staff members.
• Train and mentor building employees, ensuring a high standard of performance and professional conduct.
• Maintain daily communication with the maintenance superintendent to ensure that work orders are addressed and resolve any issues raised by residents or staff.
• Supervise office and door staff, ensuring professionalism in their interactions with residents.

D. Collaboration with External Professionals

• Liaise with industry professionals, including engineers, architects, legal counsel, and other external experts, to address various Association matters and ensure compliance with relevant laws and standards.

E. Emergency Management

• Serve as the primary point of contact for emergency situations, ensuring that the response is swift, effective, and coordinated with staff, contractors, and third-party vendors.
• Manage after-hours emergencies as required, maintaining clear communication with the Council and affected parties.

QUALIFICATIONS

The ideal candidate for this position will possess: