Operations Manager (Maintenance Coordinator/Project Manager)

Full Job Description

POSITION START: August 5, 2024 at 9 am MST. We will take all this time to interview applicants and the job will start on 8/5/24 regardless of when the applicant is selected.

POSITION TITLE:

Operations Manager (Project Manager)

LOCATION:

Remote

STATUS:

Exempt, Full-Time

COMPANY PROFILE:

Specialized Property Management (SPM) is a family-owned and local associations management company that provides an exceptional and positive HOA experience for its clients and customers.

HOAs are Homeowner Associations of residential properties like houses and condominiums (Consorcios de barrios o edificios). These HOAs have elected a board of directors (Juntas) that hires and directs SPM.

SPM manages the day to day operations of the administration and maintenance of the HOA and its common use property (Parks, roads, pools, playgrounds, paths, etc.)

We know based on all our years of experience and observation of this business that keeping a constant communication flow, transparency and support is how our clients stay happy with our services and new ones want to join the SPM family. Our success is based on the conviction that effective management anticipates our clients’ needs, not merely reacts to them.

We are a company of creative and committed individuals driven by grand aspirations and continuous improvement to become the best association management company. Our Team Members and Co-Owners are encouraged to actively participate in growing our business by helping define best practices every day.

POSITION PURPOSE:

The Operations Assistant is responsible for the knowledge and action on what is happening in the community regarding property maintenance and special capital projects. Tasks involve managing landscape, irrigation, trash contracts and various other HOA services as well as receiving and distributing work orders for maintenance needs. This team member will the be the go-to person for everything operations.

JOB DUTIES AND RESPONSIBILITIES:

• Work orders:
• Create and oversee the completion of work orders based on requests from managers, homeowners and board members.
• Service Contracts:
• Schedule seasonal services with preferred vendors like dumpster day, irrigation turn on, backflow valve testing, etc.
• Oversee the completion of work specified on contractor maintenance contracts (i.e. Irrigation inspections, monthly beauty bands, weed spraying, etc.)
• Responsible for obtaining renewal contracts of seasonal maintenance services.
• Onsite Visits:
• Schedule onsite visits for the manager, board and contractors to meet as needed. Manage all communications for flawless scheduling.
• Special Projects:
• When required, obtain bids and proposals for projects throughout the season or for budget purposes.
• Responsible for assisting in the execution of such projects once accepted by the board of directors.
• Data Entry:
• Responsible for keeping up with data entry on work orders, service contracts, maintaining Coda Management Report with ongoing activities.
• Reports:
• Responsible for updating the managers and boards on the progress of different work orders and special projects.
• Customer Care:
• Responsible for replying to emails send about operations.
• Answering the phones on the operations/maintenance line.
• Additional:
• Assist manager/coworkers with other miscellaneous tasks.
• May be required to attend Board of Directors meetings from time to time in the evenings via Zoom.

QUALIFICATIONS:

• Engineering or similar Bachelors Degree preferred
• Project management certifications preferred
• At least 5 years of experience in a project management setting
• Solid knowledge of or ability to self-learn computer software: Management Software, MS Office (Word, Publisher, Excel), Browsers, Cloud Storage, Coda.io, Google Suite (Gmail, Calendar, Groups, Drive), VoIP Phones, etc.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level

SKILLS:

• Ability to work without or with little paper as possible
• Highly organized and systematic
• Work oriented instead of time oriented
• Strong leadership abilities and comfort with public speaking (small and large groups)
• Conflict resolution skills
• Ability to meet deadlines and address time-sensitive issues
• Superior multi-tasking skills
• Excellent written and verbal communication
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Ability to manage workflow amid shifting priorities
• High emotional intelligence to stay professional during stressful situations
• Willing to learn Company process and procedures, and help improve them
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all staff and guests at all times

SPECIAL POSITION REQUIREMENTS:

Background check by governmental agency.

REMOTE SCHEDULE:

Monday-Friday from 9:00 am - 4:00 pm Mountain ST. 35 hour week

This position may require occasional long hours to meet business needs

SPM is an Equal Opportunity employer. We celebrate and support diversity.

COMPENSATION:

U$S 1,500.00 per month. Payment arrangements can be done via Crypto or Wise. USA bank account preferred.

Commissions on addendum fees worked on that are charged by SPM to their clients.

SPM reserves the right to modify this job description at any time based on business need.

Job Responsibilities

NA

Job Requirements

NA

Skills Required

• Project Management - Expert
• Customer Service - Expert

Attachments

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