Operations Manager

Job TitleOperations Manager
LocationChicago, IL
Job Description

National Property Management firm seeking an experienced Operations Manager at Park Millennium Association located in Chicago, IL to be a part of our dedicated workforce in. The ideal candidate must present professionally, work independently and with minimal supervision while maintaining a positive business relationship with all owners, residents, board members, and coworkers. You will have the exciting opportunity for growth in a company that has earned The Great Place to Work® seven years in a row and counting.

 

The Operations Manager is responsible for assisting and supporting the Manager with the day-to-day administration of the Association pursuant to this job description, the management agreement, the Declaration and Bylaws and the objectives of the Board of Directors. When the Manager is absent or not available for whatever reason, the Operations Manager is expected to perform, to the best of his or her ability and good judgment, the duties of the Manager.

DUTIES & RESPONSIBILITIES

The Operations Manager is responsible for the following:

 

• Maintain and review monthly financials, journal entries, and bank statements and assist with annual budget preparation
• Enforce Association rules and regulations
• Compile year-end information for the annual audit and assist with budget
• Conduct all business in accordance with the Associa Chicagoland and the Association’s policies and procedures, fair housing, Americans with Disabilities Act, and all other laws pertaining to condominiums.
• Promote the Association as a first-class condominium property and support the reputation of the Manager and managing agent.
• Respond to emergencies as needed during and after Management office hours.
• Attend board meetings as required by the Manager.
• Plan and attend resident functions throughout the year.
• Maintain strict confidentiality of all unit owners, residents, employees, and property information.
• Endeavor to provide competent, prompt, and courteous service, including conflict resolution to all unit owners, residents and guests.
• Assist in answering incoming calls, take messages, and/or forward calls to the appropriate party promptly.
• Accounts Payable
• Review accounts and submit invoices for payment
• Code invoices for Manager approval
• Process approvals at Manager’s request
• Set-up and monitor reoccurring invoices
• Set-up new vendors
• Administrative
• Prepare and/or contribute to monthly newsletters, email blasts, and postings
• Assist in the preparation and distribution of the annual notices and bulk mailings
• Perform monthly property inspections
• Update building information in C3, fact sheets, rules, and other documents
• Assist with the preparation of courtesy and violation notices
• Prepare monthly reports as required by the Manager and the Board
• Assist other Management staff with the compilation of sales packets, pre- and post-inspections, collection of leases and COIs, annual registering of bikes and pets, and scheduling of moves, deliveries, and amenity reservations.
• Collect COIs for all Association vendors
• Provide all required information for annual workmen’s comp and payroll audit
• Update Association information, website, and lender questionnaires

Building Employees

• Daily oversight of employees
• Ensure coverage for all shifts including pool
• Manage and update employee schedules
• Maintain employee files
• Produce and approve payroll and track time-off records
• Update Employee Manuals and Job Descriptions
• Investigate issues and produce write-ups for Manager signature
• Review surveillance camera footage several times a week to ensure employee compliance with codes of conduct and job performance
• Schedule and run staff meetings
• Ensure OSHA training
• Handle union matters
• Train and assist Resident Services Staff
• Ensure proper and prompt payment of union dues and invoices

Unit Owner and Parking Accounts

• Monitor and report on unit owner and parking accounts
• Assess late fees
• Maintain one-time waiver file
• Field and respond promptly to unit owner inquiries via phone, email, work order, letter and/or in person.
• Conduct new owner and renter orientations

Delinquent Accounts

• Monitor and report on delinquent and OFP accounts
• Manage OFP rentals/leasing agreements
• Work with Association’s attorneys
• Coordinate payment plans
• Act as liaison for any pending collection matters

Construction Packets

• Accept and review with Chief Engineer
• Produce unit owner approval letters
• Track construction progress and report to Manager
• Schedule inspections with unit owners for Chief Engineer
• Ensure receipt of COIs, licenses and fees; Coordinate with Accounts Manager
• Involve the Manager and/or Board of Directors as necessary

Floods and other emergencies

• Work with Chief Engineering and maintenance staff to investigate situations
• Work with restoration and insurance companies
• Coordinate communication with unit owners and residents when necessary
• Contact vendors for proposals and/or repairs as necessary
• Provide Incident Reports to other staff members

Mechanical and Plumbing Situations

• Work with Chief Engineering and vendors to investigate and resolve situations
• Coordinate communication with unit owners and residents when necessary
• Contact vendors for proposals and/or repairs as necessary
• Provide Incident Reports to other staff members
• Coordinate water shut-downs with staff, plumbers, unit owners and retail spaces

City of Chicago and Alderman Liaison

• Tree issues
• Police matters
• Trash rebate program

Other Owner Entities

• Produce invoices/billings for other owner entities and ensure collection
• Manage issues with retail tenants and garage management

Perform other duties as needed

Requirements

REQUIRMENTS

• High School Diploma or equivalent required
• Bachelor’s Degree Preferred
• Familiar with the basic legal and governing documents such as the Illinois Condominium Property Act, and other federal, state and local laws.
• Proficient in the fundamentals of accounting, financials and budgeting.
• 3 years or more of Community Association and/or Accounting experience preferred
• Must be licensed as a Community Manager through the Illinois Department of Financial and Professional Regulation
• A team player with good business skills
• Someone who is self-motivated and who will go the extra mile for our company and our clients
• Accounting, Financials, Payroll, and Budgeting
• Microsoft Office products (Word, Excel, Outlook, Publisher, etc.)
• Communities/property/real estate and common interest communities or associations
• Typical business correspondence (grammar, structure, punctuation, spelling, etc.)
• Professional communication skills
• Conflict resolution techniques
• Exceptional customer service skills
• Time-management and prioritization skills

Company DescriptionWith more than 180 branch offices across North America, Associa delivers unsurpassed management and lifestyle services to nearly five million residents worldwide. Our 10,000+ team members lead the industry with unrivaled education, expertise and trailblazing innovation. For more than 40 years, Associa has provided solutions designed to help communities achieve their vision. To learn more, visit www.associaonline.com.