Operations Manager

Job Overview

The Operations Manager (OM) will support the Senior Community Manager (SCM) through the timely completion of assigned administrative and project duties. This role will include one Association and involve working closely with different departments, homeowners, and board members. The OM generates reports, processes architectural applications, issues work orders, assists with projects, conducts two onsite weekly property inspections, and handles client communication and phone calls daily.

$70,304/yr

• Understand and have great knowledge of Association Documents – governing documents, rules and regulations, architectural standards, policies, etc.
• Review and recommend revisions to the Architectural Standards annually.
• Review and recommend revisions to the Enforcement Policies annually.
• Take client calls, manage work order process, interact with vendors, and resolve client matters.
• Interact with homeowners daily or as needed to foster a sense of community and seek to find amicable solutions for community-related issues.
• Planning and execution of community events in collaboration with SCM.
• Update and produce requested reports for board packets in a clean, orderly, and professional fashion within the timeline provided by SCM.
• Attend all Board of Directors meetings to report and present on areas of responsibility as well as capture action items as applicable.
• Maintain, and update accurate historical data and legacy files when applicable.
• Consistent use and maintenance of Connect, including Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, "Info Center", Smart Webs, and Community Profile as needed.
• Review completed work when possible as performed by vendors to verify completion for quality and adherence to contract requirements.
• Collaborate with patrol vendor to address community concerns when applicable.
• Maintain connect resident portal and front-facing website to remain current and informative.
• Draft and manage weekly e‑blast to the membership with content approval from the Senior Community Manager.
• Draft and manage weekly Board updates with content approval and collaboration with the SCM. Board updates should be more immediate as appropriate for urgent and sensitive matters that require Board approval and/or guidance.
• Partner with the SCM to create content for Newsletters and other membership‑related communications.
• Contribute to the creation of Board Packets, and the annual election process and, lead the RFP process for all projects.
• Coordinate with assigned SCM to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.
• Review, input, separate and handle all mail for association.
• Coordinate all meeting logistics as required.
• Submit all charge‑backs for association(s) via chargeback systems, including but not limited to violation fines, and architectural submission fees per the client's management contract.
• Conduct on‑site inspections weekly for violation enforcement and architectural compliance.
• Conduct on‑site inspections weekly for association common area maintenance and repairs.
• Prepare for, provide recommendations, and lead all Architectural processing and requests with the Board of Directors. Process follow‑up consistent with the Association guidelines.
• Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the SCM.
• Maintain and upload documents to ADRC/Connect per company policy.
• Maintain all administrative duties, including scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor.
• Maintain an organized workspace according to company procedures.
• Greet walk‑in clients as appropriate.
• Complete company training as assigned, attend all mandatory company functions and adhere to First Service Residential operational procedures.
• Manage client meetings, site visits, meeting follow‑up, violation communication and overall processes for the association as assigned.
• Manage violation module, and issue…