Site Manager (RR)

*SALT LAKE MANOR* *SITE MANAGER'S DUTY GUIDE* The position of Site Manager for the Salt Lake Manor is that of a paid, full-time representative of the Board of Directors and Association of Apartment Owners.
The Site Manager is responsible to the Board through the Management Executive.
Under the supervision of the Management Executive, the Site Manager is responsible for operating a successful, efficient and accredited project by providing a comfortable, pleasant residential atmosphere through a cooperative effort of mutual understanding and respect.
The Site Manager is primarily responsible for the safety, security, and welfare of the residents and the safety, security and cleanliness of the building.
Thus, the Site Manager provides overall surveillance of the property, including service to residents, security, building maintenance and enforcement of the House Rules and should be accessible and available (on a 24-hour basis) to handle emergencies and to assure the safety and tranquility of the residents.
*HOURS OF WORK:* Monday to Friday from 8am to 5pm.
A routine schedule shall be established to meet the needs and hours required for more efficient operation.
Adjustments in the schedule may be made for anticipated changes in routine because of holidays and other needs.
Schedules should be approved by the Management Executive.
The telephone answering machine is to be kept "on" while the Site Manager is away from the office/apartment.
The Site Manager shall respond to messages in a timely manner.
A cellular phone will be available during the Site Manager's absence from office.
The Site Manager is required to be on call 24 hours a day.
In the event of an emergency after working hours, and if the Site Manager is on the premise, it is the responsibility of the Site Manager to service the emergency regardless of the hour.
The Site Manager shall notify the Management Executive/Management Company as soon as possible after attending to the emergency.
This position is exempt for overtime pay.
*MAJOR DUTIES* *I.
* *ADMINISTRATIVE* _*A.
*_ _*Resident Relations*_ *1.
* *New Residents* *a)* Registration - Obtain and log into computer name(s), apartment number, phone number, vehicle and license number, parking stall number, next of kin/emergency contact, and pet(s) of new residents.
*b)* Maintain registration cards and computer file.
_*Note*__: Each owner has been issued two entry keys.
The owner or his/her designated representative/agent is responsible to provide keys to their tenants.
Only the registered owner or registered designated representative/agent may obtain replacement or additional keys.
(See House Rules for details)_ *c)* Have new residents sign for a copy of the House Rules.
*d)* Brief new residents on key House Rules and use of common areas.
*e)* Place name of new resident(s) on the enterphone directory.
*2.
* *Residents* *a)* Be visible and available to assist residents, authorized guests and tradesmen, when requests are considered reasonable.
*b)* Coordinate and monitor owner/tenant's "move-ins" and "move- outs".
*c)* Acknowledge and act on complaints, as appropriate, at the earliest possible time.
Action taken as a result of the complaint should be communicated to the complainant and noted in the daily log.
Report complaint to the Management Executive for follow-up action as deemed necessary.
*d)* Forward or deliver receipts, notices, messages and other pertinent information to residents whenever instructed by the Management Executive or Board of Directors.
*e)* Accept complaints on all items for individual units.
However, if the unit is a rental unit, advise the occupant to contact the individual owner or rental agent for that particular unit for anything pertaining to the interior of their unit, except under emergency situations.
*f)* Request that all complaints which will require action by the Management Executive or the Board of Directors is submitted in writing.
*g)* Call police and/or fire department or others as emergencies warrant.
*h)* Keep residents advised of planned or emergency actions affecting water, power, elevator service, etc.
by posting notices of these actions on the bulletin board.
Promptly report to the Management Executive and Board of Directors any condition or incident or circumstance that cannot be immediately repaired or rectified that may constitute a hazard to persons in, on or near the property.
*i)* Report any incident to the Management Executive and the Board of Directors which might be covered by insurance or pose any liability to the Association or the Managing Agent.
_*B.
*_ _*House Rules - see "Resident Manager's Guidelines"*_ 1.
Assure proper use of facilities and common areas.
2.
Enforce the House Rules and By-Laws of the Association based on personal observations made during daily inspections of complex or as a result of complaints from other occupants.
3.
Take prompt action on all complaints and violations regarding the House Rules.
Report the action taken to the complainant.
Note each complaint/violation in the "Daily Log.
" Send notice/letter re: violation to resident/owner or owner's representative/agent and a copy of said notice to the Management Executive.
Report continued violations in writing to the Management Executive.
_*C.
*_ _*Security*_ 1.
Inspect security of the building at the start and end of each workday.
Check roof deck once daily.
Walk through floors DAILY.
Walk parking areas before ending each day.
Check for leaks, lights out, unusual activity or people loitering, noise level, parking violations, etc.
2.
Control access to roof and other restricted areas.
_*D.
*_ _*Planning*_ 1.
Assess needs and problems of building maintenance and management and develop proposals and guidelines for building operations, preventive maintenance and maintenance of equipment for Board review.
2.
Make recommendations for improvements to the services, operation, and maintenance of the building with a view of quality, efficiency, economy and cost reduction, such as utilities contracts for trash removal, pest control, swimming pool management, grounds and elevator maintenance.
3.
Develop proposals/plans with bids/costs.
(Note: Bids should have uniform specifications.
) 4.
Establish priorities for project implementation and monitoring.
5.
Develop/keep current manuals with written plan/procedures/diagrams for: a) Moves "in" and "out" b) Entry into units ( emergency) c) Evacuation during fire d) Water leaks in units - cut off valve e) Maintenance of equipment f) Inspections of Equipment: meters, generators, circuit breakers, risers, dry stacks, standpipes, sewage stacks, water pumps- regulator valves, fire hoses, roof drain, roof fans, elevators, pool pumps, enterphone, etc.
g) Maintenance of Swimming Pool, maintain a daily log for pool Readings.
_*E.
*_ _*Supervision of Maintenance/Custodial Personnel:*_ 1.
Schedule, assign duties, supervise work performance of maintenance staff 2.
Establish guidelines for standard operating procedures.
3.
Inspect work and evaluate the performance of the maintenance personnel's routine duties as well as specific assignments.
4.
Prepare and submit payroll/time sheets to Property Manger as scheduled.
_*F.
*_ _*Record Keeping*_ 1.
Maintain a current file of all residents (See Registration) including unit and parking stall, telephone, motor vehicle license, key assignment etc.
Report new owners/tenants to the Management Executive and to the Board.
Keep "dead file" (hard copy) of resident registration file, i.
e.
changes in unit occupancy - owners and renters.
2.
Maintain a current file of all residents who may need special assistance during an emergency evacuation of the building.
3.
Control distribution of keys to authorized individuals; maintain security key records (computer file).
4.
Maintain daily log listing daily activities, incidents and any significant events ( ex.
visits of tradesmen and maintenance workers, deliveries, equipment failure, incidents of disturbance, rule infractions, accidents, complaints, encounters with residents/tenants/ guests which are more than "ordinary" exchanges [disagreements, etc.
], move-ins, towing of autos, etc.
).
and absence from the property.
Be factual and precise.
The log may be reviewed by the Management Executive and the Board of Directors at any time.
The log is a matter of company records and remains with the condominium at such time the Site Manager leaves the employ of the Association.
5.
Maintain a record of cash receipts and expenditures.
6.
Maintain and prepare monthly reconciliation of petty cash receipts and expenditures to be provided to the Management Executive.
Code items.
7.
Maintain log of: parking stall cleaning, violations and receipts.
House Rules violations, fines, receipts.
8.
Maintain a current inventory list of all supplies, tools, and equipment belonging to the Association.
9.
Maintain a current record and history file of common elements, appurtenance and equipment for which inspections, renovations and up-keep are performed (include date of inspection or work performed, by whom, type of material/repair, kind of, paint, cost, warranties or guarantees involved, follow-up needed, recommendations, etc.
, as appropriate.
) 10.
Maintain a master file and unit file on all incidents ( emergencies, water leaks, etc.
), and repairs, complaints, violations/citations and resolution.
11.
Maintain a current list of vendors, repair/service companies or agencies etc.
, as available for doing necessary kinds of work on the premises.
Refer to HUI listing.
12.
Maintain files for Board Minutes, Financial Reports, Security Reports, Bids and Contracts, Supplies and Equipment Inventory.
13.
Maintain Personnel files, including Policies, Job Descriptions, Work Schedules, Leaves and Evaluation Reports 14.
Maintain Security file (guidelines, procedures, incidents, equipment) _*G.
*_ _*Reports*_ 1.
Submit written reports of required contract services needed to maintain the property in a safe, clean and secure manner.
2.
Keep the management executive informed of developments and problems in the Building.
Any incidents involving personal injury, loss or damage to property that may be remotely covered by insurance or that may pose any liability to the Association shall be reported immediately by phone to the Management Executive or Managing Agent.
3.
Incident Reports - a more detailed report of unusual incidents or occurrences is to be submitted on the Incident Report Form.
The verbal report shall be confirmed in writing within 24 hours of the time of the incident.
Give date, time, location and description or reason of the incident.
4.
Quarterly Report - a written report summarizing the events of the operation of the building, including up-keep/maintenance, incidents, emergencies, move-in/out, etc.
, with recommendations for maintenance and improvements, shall be submitted to the Management Executive, one week prior to the monthly Board meeting.
5.
Complete and submit in a timely manner payroll time reports.
H.
_*Petty Cash Purchases:*_ Petty cash (amount established by the Board of Directors) will be provided for small purchases, such as miscellaneous goods, tools repair materials, etc.
The Site Manager is required to follow, without variance, the control regulations established by the Accounting Department of the Property Management Company.
1.
Maintain proper records/receipts of items purchased and provide monthly reconciliation of Petty Cash Fund to the Management Executive.
2.
Petty cash expenditures must be accounted for by receipts and purchases coded.
3.
A purchase order requisition is to be submitted to the Management.
I.
Purchase of Supplies and Services: Purchase of Supplies and Services: Supplies and/or services may be ordered as prescribed and/or limited by the Management Executive and the Board of Directors.
1.
Obtain bids and contracts for Board review and approval.
2.
Oversee, supervise and receive all contract services; ensure that the work has been performed as contracted before the service person/technician leaves; approve services; and send approved invoices to Management Executive.
3.
Receive supplies and equipment as authorized and note discrepancies or shortages on the delivery ticket.
All delivery tickets, billings and invoices for supplies and services must be forwarded to the Management Executive, with discrepancies clearly explained, for review, approval, and payment.
*II.
* *CUSTODIAL* A.
Oversee Association Parking Stall and Storage Unit Rentals B.
Exercise overall surveillance of the premises to facilitate protecting property and maintaining order, to include initiating request for emergency assistance (police, fire, ambulance, etc.
), as required.
C.
Identify, secure and control use of all building keys for emergency use and those used for access to common element areas, such as fire hoses boxes, elevator utility room, electrical room, pump room generator room, supply room, storage room, and other, and other sensitive utility areas.
D.
Control access of unauthorized persons or vehicles to the premises.
E.
Effect compliance with established House Rules.
Report recalcitrant violators with pertinent facts in writing to the Management Executive for appropriate action.
F.
Control walkways, elevators and stairwells when furniture and other items/objects are being moved to minimize or prevent damage to common elements and inconvenience to residents.
G.
Monitor presence and activities of service agencies or their representatives while they are on the premises; provide parking instructions (No Parking in Loading Zone) and other assistance as applicable.
III.
*MAINTENANCE OF BUILDING AND GROUNDS* - Maintenance of the building and grounds is the direct responsibility of the Site Manager.
_*A.
*_ _*General*_ 1.
Provide overall direction and control of the physical up-keep of the building's common elements, appurtenances and equipment on a continuing, cost-effective programmed basis and in accordance with established standards of safety, sanitation, cleanliness, appearance, and prevention of mitigation or deterioration.
2.
Perform maintenance and repairs to the building and equipment (other than contracted services) as required to keep buildings in good operating conditions.
The Site Manger will correct all discrepancies identified in his/her area of responsibility within 30 days after the semi-annual/annual inspection.
a.
Replace hinges, locks, etc.
, and other preventive maintenance functions to insure that the property is well maintained.
b.
Correct inoperative entry and fire doors, locks.
3.
Post notices on bulletin board of any work (type, location, duration of work) on a unit or in building/grounds that will be disruptive or cause inconvenience to other residents.
4.
Receive tradesmen that have to do with repair and improvement of the common elements.
5.
Coordinate plumbing repairs that require water shut-off.
_*B.
*_ _*Daily*_ 1.
Vacuum hallway carpets 2.
Walk through building first thing every morning and end of each day to check for discrepancies.
Initiate corrective action on discrepancies found during inspection and/or reported by residents.
3.
Spot check the grounds, including the parking areas, and stairwells, etc.
, in the mornings and afternoons.
a.
Check for unauthorized parking in the guest, loading and unauthorized parking areas.
Refer to the House Rules for clarification and removal of vehicles.
b.
Remove objects stored in hallways, stairwells, or any other area not in conformity with the House Rules.
4.
Inspect elevators, lobby area, hallways, stairwells, walkways, trashroom, pool, restrooms, and parking areas for cleanliness.
a.
Clean elevator walls and floor and door threshold tracks.
Clean Basement halls.
i.
Empty trash bins ii.
Remove trash in halls and stairwells iii.
Clean glass doors and window/walls (as needed) b.
Replace burned out lamps in elevators, lobby, corridors and garage and repair fixtures as required.
c.
Sweep walkways, picnic area, and garage floors, as needed.
d.
Checks recycle bin area and trash area - clean as indicated.
e.
Swimming Pool: (Check all pool signs and safety equipment, Close pool if any discrepancies cannot be corrected immediately) i.
Check operation of pool gate.
ii.
Vacuum every other day or daily, pending use.
(Note: Pool must be vacuumed on Saturday morning) iii.
Perform water quality tests, using approved water quality test kit that measures alkalinity (PH level) and chlorine.
Maintain log of all tests performed and results.
iv.
Check filter tank: if pressure is over 20 PSI, backwash; if gage shows no pressure, turn off main switch and call pool service company.
As a rule the filter should run 24 hours a day.
5.
Grounds a.
Remove trash, litter, leaves, etc.
b.
Water planted areas and potted plants.
_*C.
*_ _*Weekly/Twice Weekly*_ 1.
Make regular inspection of electrical motors, water pumps/gage, and mechanical equipment, such as emergency generator, elevators, roof ventilating fans, etc.
to insure that area is free of debris and clutter and to determine that all equipment are operative and properly serviced.
2.
Check and adjust parking light timers, if necessary.
*Weekly* 3.
Sweep and clean parking areas, including walls.
*Weekly* 4.
Maintain quality landscaping, including: watering, edging, fertilization, weeding, mowing, pruning, trimming, etc.
*Weekly* 5.
Check/clean shower, lavatories and toilets as indicated; replace toilet paper/hand towels as needed.
*Twice Weekly* *6.
* Pool: Hose down deck areas as needed.
Straighten pool furniture.
*Twice Weekly* _*D.
*_ _*Weekly*_ 1.
Inspect all emergency lights for proper operation and replace all defective light bulbs throughout the common areas, including the parking garage 2.
Check enterphone and elevator panels.
3.
Pool: Wash deck and clean/straighten furniture.
4.
Check roof for wind/water damage and lights out.
_*E.
*_ _*Monthly*_ 1.
Check and clean all stairwells.
2.
Shampoo carpets in hallways.
3.
Clean elevator ceiling grills diffusers and lobby chandeliers as needed.
Clean hallway ceiling light diffusers as required.
4.
Check fire hose boxes.
Ensure all fire extinguishers forms are posted and current.
5.
Check building from top to bottom.
i.
Inspect roof and upper parking decks for evidence of cracks or leaks.
Recommend necessary major work/repairs to the Management Executive.
If work is of an emergency nature, contact the Management Executive immediately.
ii.
Inspect exterior walls for signs of cracking, peeling or discolored and soiled paint.
Wash off dirt and touch-up paint as required in accessible areas.
iii.
Inspect maintenance and custodial supplies and equipment room and owner storage room to ensure cleanliness and that no flammable or other unsafe materials are present.
6.
Grounds i.
Mow grass and edge sidewalks when required.
ii.
Prune branches so as not to protrude through fence.
iii.
Prune lower branches of trees on the property.
iv.
Maintain potted plants on premises (entry approach) _*F.
*_ _*Six Months*_ 1.
Inspect parking stalls for oil/grease spots, issue notices/citations for cleaning vehicle fluids per House Rules.
Follow-up with in-house cleaning.
Provide Management Executive with copy of violation notice, stall #(s), and cleaning charges per House Rules procedures.
2.
Clean parking garage light fixture covers 3.
Schedule and coordinate semi-annul/annual contracted inspections: elevators, fire safety equipment, etc.
to determine governmental inspection tag and expiration dates, and notify Management Executive of compliance, recommended actions and/or violations.
4.
Wipe down plumbing lines in basement.
5.
Perform related duties as may be required by the Board of Directors and Management Executive.
Job Type: Full-time Benefits: * Dental insurance * Health insurance * Paid time off * Vision insurance Experience level: * 1 year * 2 years Schedule: * 8 hour shift * Holidays * Monday to Friday Work Location: In person