Property Services Supervisor - Lake Forest Community Association

Property Services Supervisor - Lake Forest Community Association, CA

SUMMARY:

We are a mid-size Homeowners Association (HOA) located in Lake Forest.  You will oversee the operations of the Property Services Department including the community service representatives and the community relations coordinator. Reports to the General Manager with significant contact with the Board of Directors, residents, contractors, outside groups and associations, and employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

•Supervises and directs the five employees within the Property Services department including (4) community service representatives (CSRs) and (1) Community Relations Coordinator (architectural and hearing).

•Participates in Association inspections for CC&R violations. Maintains continuous.

enforcement of all CC&R’s and Rules and Regulations for the Lake Forest Community Association.

•Performs regular periodic physical inspections throughout the Lake Forest Community to identify problem properties and visible rules violations. Works directly with and supervises CSRs to issue non-compliance letters and review all non-compliance letters written within department, as directed by the General Manager.

•Oversees CC&R violation matters presented to Association Hearing Committee by Community Relations Coordinator for non-compliance matters. Attends monthly Hearing and Architectural Committee meetings to support Community Relations Coordinator. 

•Manages designated hardscape and landscape contracts and contractor services including development of bid specifications, contract procurement and contractor monitoring to ensure compliance with approved contracts. Physically monitors all aspects of landscape maintenance programs based on contracted specifications for each of the tracts and the clubhouse including weekly inspection with landscape supervisor, and daily/weekly meetings with homeowners to review and address landscape concerns.

•Supervises Community Service Representatives and guides/directs them on all their job functions including patrolling the clubhouse grounds, ensuring members and guests comply with the established facility usage rules, daily patrol of the clubhouse, noting any repair items and reporting to the maintenance team, daily patrol of the Association tracts to monitor and address non-compliance as well as common area maintenance issues. 

•Assists the General Manager in preparation of the Property Services department budget and operating the department, staying within the approved final budget. Seeks prior approval for department expenditures that exceed established budget or exceed management company authorization. 

•Daily/weekly coding of department invoices, including contract landscape extras, tree trimming, staff department equipment, etc.

•Responsible for reporting to the Board of Directors on CC&R violations and enforcement by way of Hearing Appeals after Hearing Committee has made a determination.

•Ensures that CC&R matters are acted upon, as required, in an expedient, consistent and fair manner strictly following the established procedures as defined in the CC&R’s and rules and regulations.

•Interviews and hires, appraising performance; rewarding and disciplining

employees; addressing complaints and resolving problems.

•Responsible for creating and maintaining the Property Services Department staff schedule, reviewing and approving time off requests, ensuring department staff coverage, entering time off in the company payroll system and approving hourly staff timecards on a daily/weekly basis.

•Willingness and ability to attend evening monthly Board meetings (3^rd Wednesday) as needed to update the Board of Directors regarding landscape contractor management, and present estimates for Board approval. 

NON-ESSENTIAL RESPONSIBILITIES:

· Assist with other jobs and other duties as necessary.

COMPETENCIES:

• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason. 

• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds informatively to questions; Participates in meetings. 

• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives. 

• Technical Skills - Assesses own strengths and weaknesses; Pursues developmental opportunities; Shares expertise with others. 

• Leadership – Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives recognition to others as appropriate.

• Teach/Train – Clearly explains concepts; Ensures understanding; Monitors performance on an on-going basis.

• Teamwork - Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Able to build morale and group commitments to objectives. 

• Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. 

• Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality. 

The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind the work of different assignment positions.

QUALIFICATIONS:

· Associate degree (A.A.) or equivalent from two-year College or technical school; or three to four years related experience and/or training; or equivalent combination of education and experience.

· Ability to maintain effective working relationships with other employees, General Manager, Board of Directors, and homeowners and resolve conflicts and problems courteously and tactfully.

· Ability to gather, analyze and evaluate facts and to prepare and present concise oral and written reports and make formal presentations before groups.

· Knowledge of proper English, spelling and vocabulary usage; the organization and functions of the corporation; and modern office equipment, practices, systems and procedures.

· Knowledge of association documents and committee structure and function.

· Valid California driver’s license, and a clean DMV record.

· Will be required to attend functions and work a flexible schedule that may include days, evenings and weekends depending on business needs. 

BENEFITS:

• 401 (K) matching
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Paid Time Off