Assistant General Manager

Overview

Assist GM in daily operations, staff management, safety, finances, and board liaison.

Key Responsibilities

• budget prep
• payroll processing
• invoice coding
• work orders
• buildinglink
• capital tracking

Tasks

-Assists GM with the preparation of a draft annual operating budget for board’s review and approval, according to the Governing Docs -Assists GM on monthly communication to all homeowners -Verify and process all employee time cards per pay period -Assists GM with bid solicitations on projects and service agreements as assigned. - Meet and direct contractors and service providers on site as needed -Distribution of proxy ballots -Provides training and resources for employees to conduct their duties with reasonable ease. -Assists GM with generating information on weekly BOD update -Coordination of candidate bios and introductions -Support concierge team in handling concerns, requests and problems successfully -Coordinate meeting process - Monitor work order process for open items, with follow through to completion - Review, learn and monitor the annual Reserve Study process, budget and execution - Monitor BuildingLink communications -Establishes performance accountability by department that is documented regularly. -Preparation of annual meeting slide deck, in cooperation with each board officer -Process and properly code all invoices from vendors and service provides via StrongRoom -Promote casting of ballots and meeting attendance in advance, seeking to meet quorum -Assists GM with review of monthly financial reports, and provide explanations when relevant - Walk all amenities, grounds and BOH areas on a daily basis, making corrections and recommendations -Responsible for maintaining a consistent level of cleanliness throughout the property. -Assists GM with capital project expenditure tracking and G/L coding -Oversee timely and accurate ADP payroll processing each pay period -Ensures onsite employees are in uniform, name tag with appropriate hygiene and grooming.

Requirements

• meeting notice
• proxy count

What You Bring

-Notice of meeting/election per Governing Docs -Pre-meeting proxy ballot count

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Benefits

-In-meeting final ballot count

About Associa

-It emerged as a pioneer in comprehensive community management. -It oversees operations for homeowners associations, condos, master-planned communities, and mixed-use developments. -Its financial backbone supports large-scale budgeting, accounting, insurance, and administrative services. -Routine projects include maintenance coordination, property restoration, lifestyle programming, and financial oversight. -They’ve built a proprietary training platform, Associa University, to upskill staff and maintain service excellence. -Unusually, they've integrated social sponsorships—like youth-sports grants—to enhance neighborhood engagement.

Sector Specialisms