Job Description

Job Overview:

The Assistant General Manager is responsible for managing and administering the daily operations of the team members and homeowners- association, ensuring adherence to governing documents, policies, and operational standards. The AGM directly supports and reports to the General Manager. The position requires strong leadership, organization, and communication skills to effectively oversee property operations, vendor management, and direct supervision for the resident relations specialist, (RRS) team members.

Compensation: $100,000 - $120,000

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Your Responsibilities:

General Operations - Community Management:

• Act as primary support to the General Manager and serve in their absence.
• Ensure implementation of all Board policies, resolutions, and governing documents.
• Maintain excellent communication with residents, Board members, and team members.
• Conduct regular property inspections to ensure compliance with community rules and maintain aesthetics.
• Assist in managing vendor contracts, ensuring high-quality service and execution.
• Respond promptly and professionally to homeowner inquiries and concerns.
• Create and distribute resident communications, including flyers, emails, and community updates.
• Perform routine building walk-throughs to check for violations and create work orders.
• Oversee and manage resident requests, work orders, and correspondence on community website(s).
• Keep track of office supply inventory and re-order as necessary.
• Handle client calls and manage the work order process, vendors, and client issues, following up on all complaints and violations.

Financial - Administrative Duties:

• Assist in the preparation and execution of the annual budget.
• Oversee financial recordkeeping, bookkeeping, and expense coding.
• Review and interpret financial statements to ensure accuracy and compliance.
• Manage invoicing, accounts payable coding, and budget tracking.
• Ensure maintenance of all association files, records, and correspondence per company policies.
• May be required to code invoices to appropriate GL categories.
• Produce reports for Board packets, minutes in a clean, orderly, and professional manner.
• Organize and maintain all homeowner and administrative files, performing annual file cleanouts per standardized systems.

Facilities - Maintenance Oversight:

• Conduct regular building walkthroughs, identifying and addressing maintenance needs.
• Log and track work orders using property management software (e.g., BuildingLink).
• Assist in bid procurement, review proposals, and provide recommendations to the Board.
• Ensure all safety protocols and standard operating procedures are followed.
• Respond to emergency situations in a timely, calm, and efficient manner.

Board - Governance Support:

• Prepare Board meeting agendas, packets and weekly reports.
• Attend and participate in Board and committee meetings as needed.
• Maintain logs of violations and ensure compliance with association rules.
• Support the election process, annual meetings, and governance-related activities.
• Work closely with committees and community groups to enhance association operations.
• Prepare for, attend, and follow up on community safety and operational meetings.

Staff - Vendor Management:

• Supervise the onsite resident relation specialists, RRS.
• Facilitate and lead RRS team members training, coaching, and performance evaluations.
• Oversee third-party contractor work and vendor performance.
• Ensure compliance with corporate policies and industry best practices.
• Conduct associate assessments and participate in RRS team members coaching / conflict resolution.
• Ensure RRS team members and supervisors consistently uphold hospitality standards and best practices.

Emergency - Crisis Management:

• Respond to emergency situations promptly and effectively.
• Implement and follow emergency protocols to ensure resident safety.
• Serve as a point of contact for crisis situations and coordinate appropriate responses.

Skills - Qualifications:

• Strong leadership and interpersonal skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and property management software.
• Strong organizational skills with the ability to multitask and meet deadlines.
• Basic knowledge of building systems, maintenance, and repair processes.
• Ability to interpret financial statements and assist with budget preparation.
• Must be detail-oriented and proactive in problem-solving.
• Ability to work evenings and weekends as required.
• Minimum typing speed of 30 WPM.
• Command of information system hardware/software preferred.
• Requires driving; must have a valid driver-s license and state-mandated vehicle insurance.

Education - Experience:

• High school diploma required; college-level courses in business, property management, or hospitality preferred.
• Minimum of 4 years of experience in property management or related fields.
• Certified Community Association Manager (CMCA) or other property management credentials preferred.
• Experience in HOA management required.
• Experience managing 10 or more employees.

Physical Requirements and Working Environment:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to lift 25-50 lbs.
• Work in an upright standing or sitting position for long periods.
• Requires walking on hard surfaces for extended periods.
• Ability to work extended hours, including evenings and weekends, as needed.
• Valid California Driver-s License and state-mandated vehicle insurance required.

Supervisory Responsibility:

• Supervise and provide guidance to on-site team members and third-party contractors.
• Facilitate coaching, counseling, and performance assessments.

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