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Zephyr Mountain, Property Administrator (#132)

Company Name:
Hammersmith Management Inc.

To apply: Please visit, www.HammersmithCareers.com to submit an online application.
Hammersmith Management Inc., is a National leader in the rapidly growing community association services sector, providing a variety of services in residential property management and property services. As "Leaders in Community Management , we provide a full range of management services for Condominiums, Single Family Homes, Townhomes, High-Rises, Large Scale, Commercial, Mixed Use, and Metro District Associations. "Our Philosophy is simple, we believe in quality, service, performance, and integrity!" Hammersmith Management Inc. is a growing company that is looking for talented professionals who want to be part of a strong team focused on providing superior management services to our residents and owners. If you share our desire to be the best for our residents and communities, then you belong with Hammersmith Management Inc.
Hammersmith is Proud to have 4 of the Top 50 Community Managers of the Year Nationally working for Hammersmith Management Inc., 2 of those 4 being in the Top 10!
To apply: Please visit, www.HammersmithCareers.com to submit an online application.
On-Site Property Administrator
Zephyr Mountain Lodge - Winter Park
Reports To: Community Manager
Salary, Exempt: $40,000 to $45,000 DOE
Customary Behavior
To consciously, specifically and intentionally practice our Core Values, Mission Statement, and Our Shared Commitment on a daily basis.
Summary
Assists and supports the Community Manager in residential homeowners' association for clients by performing the following duties personally or through supervision of subordinates and/or vendors as stated in Exhibit C of the management contract. Responsible for daily operations of property and management of vendors as needed. Candidates will have experience in high rise maintenance, customer service, and computer software skills.
General Purpose of Job
The position of the ZML Property Administrator is to assist the Community Manager in the management and oversight of the property. The ZML Property Administrator is responsible for carrying out departmental initiatives, supporting the Community Manager, and managing the daily operations of the Homeowners Association through the direction and leadership of the Community Manager.
The Property Administrator carries the responsibility of administration, property operations, providing superior resident service. The Property Administrator ensures that all vendors working at the site are protecting the association's assets and the residents by delivering excellent service, carrying out the commitments of the management company.
Other duties include supporting, assisting, and communicating with the Community Association's Board of Directors in the operation and management of the community including educating Board members and owners, building community compliance/harmony and promoting the general welfare of the community.
Essential Duties and Responsibilities include the following (other duties may be assigned)
Acquires a working knowledge of information of ZML Rules and Regulations, By Laws, Declaration and Standard Operating Procedures.
Performs daily on-site property inspections, compiling action lists and ensuring completion by all vendors. Identifies maintenance-related issues and reports findings to the Community Manager, and documents maintenance-related issues in RUN. Careful attention to following up and executing failures in compliance related to association's governing documents.
Documents and reports any loss or damage of any nature occurring on the property to the Community Manager with a full understanding of how to handle emergencies when they arise.
Provides ongoing support and communication with homeowner calls and emails.
Collates and maintains homeowner database on an annual basis.
Assists the Community Manager with meeting notice distribution; collect, collate and proxy management for annual/special meetings; sign-in of attending homeowners and guest speakers prior to meetings; and publishes meeting minutes on bulletin boards within the Association.
Maintains bulletin boards throughout the Association.
Advises Community Manager regarding changes that should be made to maintenance, upkeep, or reconditioning of property as specified in management services; responsible for implementing these changes in a timely manner.
Carries out decisions and actions of the Community Manager and Board of Directors.
Issues a weekly report of activities performed for ZML for the Community Manager review.
Attends association board meetings and needed Committee meetings, and plans and facilitates each, including the Annual Members Meeting, in tandem with the Portfolio Community Manager.
Maintains a calendar for all periodic duties (daily, weekly, monthly, annually) and a follow-up file to ensure they are accomplished.
Follows ZML Standard Operating Procedures and property policies.
Maintains Gate system and audit gate system annually.
Financial Responsibility
Prepare annual budgets no less than 90 days prior to fiscal year end (unless otherwise specified by the Client Association's Management Agreement), including absorption schedules where applicable with delivery to the Board of Directors for review and in compliance with contract stipulations.
Review and understand financial statements in order to report and advise the Board of Directors as it relates to Association's financial status, investment strategies including timelines, and operating budget variances, and facilitate addressing financial questions from the Board of Directors in partnership with the Accounting Manager.
Review and approve invoices received from service providers for payment processing in accordance with internal AP procedures and arrange for disbursement of processed checks for Board signature according to the prescribed timelines.
Review the aging reports on a monthly basis, reconcile account statuses, coordinate with AR on collection actions within the Association's Collection Policy, and review Attorney status reports for needed action and status.
Competency: To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in a group problem solving situations; Uses reason even when dealing with emotional topics.
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service - Manages difficult or emotional customer service situations; Responds promptly to customer service needs and involve Community Manager assistance when necessary.
Oral Communication - Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Varies writing style to meet needs; Presents numerical data effectively; Able to read and comprehend written information.
Teamwork - Exhibits objectivity and openness to others views; Gives and welcomes feedback. Participate in company meetings with feedback and solutions as it effects the department and in conjunction with assignments from Directors.
Initiative - Act as a self starter, be proactive, take action to get things done and achieve goals.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; sets goals and objectives.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Exhibit professional behavior and flexibility to changes in work demands, duties, procedures and function.
Performance Standards & Quality:
On-Time Delivery of Board Packets and Meeting Minutes
Accurate, Timely and Completed Discussion and Action Items
Accurate and Timely Owner Notices and Mailings
Understanding of Community Financials
Accurate and Timely Invoices and Coding
Accurate and Up to Date Legal Review
Accurate and Timely Annual Budget Preparation and Presentation
Inspections and Violations are completed, reviewed, escalated and closed
Accurate and On-Going Updates to RUN and Clinks
Responsiveness to Support Departments and Team Members
Clear and Timely Communication with Board Members and Homeowners. Logging of all calls and correspondence in RUN.
Deadlines are Met and Request for Information are Delivered
Client Retention
Ensuring services and contracts don't lapse
Monthly payroll submittal on or before the 6th of the month.
Performance Standards
Successful enhancements and facilitation of Deescalating the Escalated Caller workshop, and the Hospitality workshop within 6 months of accepting the position
Able to facilitate two (2) of the five(5) community management training modules within one year of accepting the position
Successful completion of the M-100, followed by CMCA designation within twelve (12) months of accepting the position
Clear and timely communication with both internal and external clients
Meet deadlines
To apply: Please visit, www.HammersmithCareers.com to submit an online application.

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