President of Management Services

JOB DESCRIPTION

Job Title: President of Management Services

Department/Location: Property Management

Reports to: Chief Operating Officer

Job 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:

Assure that the policies, resolutions, and goals of the Board are carried out
Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners, and Board
Be available to be on-call to handle after-hours emergencies
Follow all policies and procedures of the company and Association
Such other duties and responsibilities as may reasonably be directed and required
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
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
Be a primary point of contact for on-boarding new Associations and assuming responsibility for vacant CAM coverage when needed during transitions.
Provide input and assist the Board with the preparation of the Association’s annual budget
Be responsible for the daily implementation of the annual budget, perform general financial management and recordkeeping
Where applicable, attend regular meetings of the Finance Committee to review the Association’s fiscal and financial status
Coordinate receipt and review of invoices for services and ensure timely payment of bills
Assist Association on collection matters and monitor maintenance fee accounts
Monitor and report monthly financials
Provide necessary documentation and approvals for invoice payments to Accounting and notify Association and Beacon of errors
Responsible for the management of all real estate portfolio-based clients serviced by Beacon.
Responsible for the key senior relationships with each Board of Directors and with key members.
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.
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.

EXECUTIVE LEVEL DUTIES

Property Manager Oversite:

Responsible for the management of all clients serviced by Beacon.
Responsible for the key senior relationships with each Board of Directors and with key members.
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.
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.
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.
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
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.
Identify and adopt a system for customer outreach that allows customers to score our performance.

Operations:

Your role here is to identify automation opportunities, training, and process improvement capability in Vantaca to support your business unit.
Conduct a Quality Assurance Audit on management and financial operations to assure consistency of service delivery,
Identify, prioritize, and plan key process improvement needs and execute on them using internal resources, especially the Director of Operations and her team
Convert these opportunities and completed projects into SOP’s and develop a system for supervision of direct reports.
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.
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.
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.

Business Unit Responsibilities:

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

These will include:

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.
Ancillary services as define in future business opportunities

SUPERVISORY RESPONSIBILITIES

Community Managers and support staff, as applicable.

QUALIFICATIONS

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

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.

By Beacon Hill Staffing Group

Beacon Hill's leadership prioritizes the collective future of our employees, clients, and talent, while promoting the core values of Trust, Decency, Honesty, and Mutual Respect. Our Mission for Diversity, Equity, Inclusion and Belonging To build...

64 jobs

FUNDING

Other

INDUSTRY

Staffing & Subcontracting

TEAM SIZE

1001-5000

LOCATION

Hybrid, based in Boston, MA

DATE POSTED

June 9, 2023