President Of Management Services

JOB DESCRIPTION Job Title: President of Management ServicesDepartment/Location Property ManagementReports to: Chief Operating OfficerJob Status: Full Time FLSA Status: Exempt Job Purpose: The role entails complete operational and financial oversight of a business unit within Beacon related to the management of HOA, Declarant, and Condominium clients. This position is designed to establish operational excellence with a focus on the customer through establishing repeatable, sustainable internal process that consistently serves the customer. Quality Assurance is a key success indicator for the performance of this role. Key to its success is effective inter-departmental communication and goal setting. Another hallmark of this role is succinct reporting, attendance at Executive Staff meetings, forward-thinking, and direct communication with clients as necessary. We “lean in” to assure customer and stakeholder satisfaction. This is an active role, not a passive one._____________________________________________________________________________
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned as necessary.
CAM LEVEL DUTIES
HOA And Condominium Clients

• Responsible for the key senior relationships with each Board of Directors and with key members.
• Assure that the policies, resolutions, and goals of the Board are carried out
• Develop and maintain relationships, outreach, communication, and assistance to the Board of Directors.
• Solicit from each client the necessary information to provide Beacon corporate staff with information necessary to maintain relationships at a high level within the company. This involves the development of a consistent outreach to our key business partner relationships.
• Be responsible for the daily implementation of the annual budget, perform general financial management and recordkeeping
• Such other duties and responsibilities as may reasonably be directed and required
• Provide necessary documentation and approvals for invoice payments to Accounting and notify Association and Beacon of errors
• Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
• Update and maintain community information in Vantaca, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms
• Be a primary point of contact for on-boarding new Associations and assuming responsibility for vacant CAM coverage when needed during transitions.
• Responsible for the management of all real estate portfolio-based clients serviced by Beacon.
• Where applicable, attend regular meetings of the Finance Committee to review the Association’s fiscal and financial status
• Assist Association on collection matters and monitor maintenance fee accounts
• Be available to be on-call to handle after-hours emergencies
• Monitor and report monthly financials
• Follow all policies and procedures of the company and Association
• Provide input and assist the Board with the preparation of the Association’s annual budget
• Full utilization of all Beacon systems in order to help mentor new CAMs joining the company to go along with regular training sessions and manager meetings
• Oversee or create systems with Beacon operations to optimize the management and customer service experience and to bring method and consistency to Beacon deliverables.
• Report to Executive Team on assigned priority objectives related to team and client performance.
• Coordinate receipt and review of invoices for services and ensure timely payment of bills
• Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners, and Board

EXECUTIVE LEVEL DUTIES
Property Manager Oversite

• To maintain deliverables consistency, work with Property Managers and define their duties to their teams and establish a reporting process that keeps senior team members informed about client stability and trouble spots
• Responsible for the key senior relationships with each Board of Directors and with key members.
• Oversee Property Managers and their role and oversite of portfolio related clients. The heaving lifting is done by the Property Manager(s). Always necessary, identify, train and develop capable internal candidates to play important field roles with clients.
• Report to Executive Team on assigned priority objectives related to team and client performance.
• Responsible for the management of all clients serviced by Beacon.
• Identify and adopt a system for customer outreach that allows customers to score our performance.
• Solicit from each client the necessary information to provide Beacon corporate staff with information necessary to maintain relationships at a high level within the company. This involves the development of a consistent outreach to our key business partner relationships.
• Oversee or create systems with Beacon operations to optimize the management and customer service experience and to bring method and consistency to Beacon deliverables.
• Develop and maintain relationships, outreach, communication, and assistance to the Board of Directors.
• Develop training and QA processes to define, formalize, execute on specific deliverables to the client through expectations of the Beacon team who is assigned to them. This would include identifying overlapping training needs for sited and high rise properties as well. Goal is to produce an effective training process focusing on common training needs as well as client type specific needs.

Operations

• O A key deliverable is to work within the existing technology systems and not to create rogue systems, spreadsheets, and other mechanism to track or run our company.
• Your role here is to identify automation opportunities, training, and process improvement capability in Vantaca to support your business unit.
• Budget development, working with the Controller and other business unit leaders, to make sure budgets are delivered timely each year and on schedule to complete by October 15th each year.
• This role requires obtaining subject matter expert (SME) knowledge of our key technology systems, outsourced client support services knowledge and expertise, to include Vantaca, internal financial software knowledge to the degree needed, and whatever other technology or system that come aboard.
• Identify, prioritize, and plan key process improvement needs and execute on them using internal resources, especially the Director of Operations and her team
• Conduct a Quality Assurance Audit on management and financial operations to assure consistency of service delivery,
• Convert these opportunities and completed projects into SOP’s and develop a system for supervision of direct reports.

Business Unit Responsibilities

• We will track along with our Controller all business unit P&L’s.

These Will Include

• Ancillary services as define in future business opportunities
• HOA, Declarant and Condominium managed accounts. Regional Managers will be directly involved in this analysis as well.
• Maintenance Operations: Though not a part of this job responsibility, working with the High Rise and Sited Property, cause to implement use of this function at all communities. Reporting on this function will be reported and tracked by the Controller but allocated to the Declarant controlled business unit’s P&L performance for the accounts under Declarant control.

Supervisory Responsibilities

• Community Managers and support staff, as applicable.

Qualifications

• Demonstrates excellent organizational and time management skills.
• Demonstrates awareness of variables which could affect contract stability. Is a leader in developing a proactive strategy to alleviate loss of contract and maintain our reputation.
• Proven leadership skills.
• Excellent attendance and punctuality to the office as well as any/all company meetings, client meetings and other activities.
• Displays a commitment to the company as exercised through understanding of the company's mission, vision, beliefs and awareness of current strategic plan
• Excellent written and verbal communication skills.
• Demonstrates awareness of variables which could affect associate retention and/or morale. Is a leader in developing a strategy to retain employees.
• Demonstrates ability to train and educate staff.
• Exhibits excellent and proven oral presentation and written communication skills.
• Proven ability to work well under pressure and deadlines and handle multiple tasks.
• Previous supervisory experience in a similar capacity.
• Strong knowledge of Microsoft Applications, especially Word and Excel.

EDUCATION And/or EXPERIENCE

• At least 5 years of supervisory experience in a similar capacity; able to demonstrate verifiable results in process improvement and quality assurance. Possesses a college degree or commiserate experience.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Georgia Driver's License and State Mandated Vehicle Insurance. Possess certification from PCAM, CMCA or AMS strongly desired.

EEO STATEMENT
Beacon Management Services is an Equal Opportunity Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information or any other characteristic protected by law.