General Manager

GENERAL MANAGER JOB DESCRIPTION About the Colony Surf Built in 1959, originally as a hotel and coop, the Colony Surf has a storied history in Hawai'i, hosting Royalty, celebrities, world leaders and the apartment owners, who today, give the facilities their character.
The "L-shaped" building, the tallest in the area, rises 19 stories (plus penthouse) with 172 apartments - nine per floor.
Michel's Restaurant on the ground floor the Colony Surf has been the definition of fine dining in Honolulu since 1962.
The beachfront location on the most intimate strip of pristine sand in Waikiki has inspired romance for generations.
The Condominium units themselves are "stacked," meaning the floorplan repeats itself on each floor.
There are only two basic apartment sizes, a 500 square foot studio and an 845 square foot "1-bedroom," plus a 3,400 square foot rooftop penthouse.
Today, the building is mixed use, residential (no rentals less than 30 days) and commercial, with Michel's as the only tenant, renting the restaurant space from the AOAO.
We operate a 24-hour 7 day a week front desk and provide security staff whenever the Manager is not on duty.
We have a staff of about 10 employees, some of whom may be contract security specialists from time to time.
We pride ourselves on our culture of service to our residents, the visitors to our property and others who may be with us.
Our manager must have the people skills to make everyone feel welcome, appreciated, and valued.
Ours is a culture of service, providing a home in one of the most prized locations in the country! The General Manager is responsible to the Board of Directors through Associa and agrees to implement the policies and procedures established by the Board.
However, as a practical matter, overall supervision and direction of the General Manager will be provided by Associa, the Managing Agent.
The duties and responsibilities provided herein serve only as a general guideline for the General Manager and duties and responsibilities may include matters not listed below.
Personal Characteristics and Job Aptitude We are looking for an individual that has the following personal characteristics and attitude toward their job: Passion for the job, Walking the Talk, setting a good example of collaborative leadership for the entire staff Managing by example and walking around, listening to staff and residents to be sure we are meeting expectations of being a good employer and serving the needs of our residents, guests, vendors, and visitors to our building, Being curious and wanting to solve problems, Being friendly and approachable, Requirements: Major Duties and Responsibilities (Note: Staff will be provided for support where appropriate) Physical Management: Common Elements – Maintain the common elements in accordance with standards and direction established by the Board of Directors and Associa, the Managing Agent.
Inspections: Inspect the building and grounds daily to maintain an overall perspective of the conditions and operation of the common elements.
Prepare and submit reports monthly to the Board and Associa, the Managing Agent regarding the condition of the common areas and any recommendations or requirements for service and or maintenance.
Assist Associa, the Managing Agent in performing periodic, but no less than annual comprehensive inspections and providing capital budget preparation recommendations.
Personnel: Administer Associa's and the Association's personnel policies for on-site employees ensuring compliance with Federal and State labor laws utilizing standard forms for reporting changes and conditions of employment in a timely manner.
Report potential employee personnel problems to Associa, the Managing Agent with suggestions for resolution.
Recruit, hire, train, supervise and discharge Association personnel, subject to prior approval of Associa, the Managing Agent.
Process new employee utilizing Managing Agent's standard “employment packet.
” Maintain a personnel record book containing employee personnel information.
Develop and update as warranted, work schedules and job description of on-site personnel necessary for the maintenance and operation of the common elements, subject to prior approval by Associa, the Managing Agent.
Arrange for personnel coverage of maintenance and operations and security in the absence of employees due to vacations, sick leave, terminations and during periods of emergencies.
Provide Associa, the Managing Agent with wage recommendations prior to preparation of annual budgets.
Complete annual employee performance evaluations as requested by the Board and Managing Agent.
Supplies & Inventory Lists: Utilize Associa's purchase order system to procure services, equipment and supplies for routine maintenance and operation of the common areas and common elements not to exceed $1,000 for any one order, except in the event of emergency repairs or replacement involving danger to any person or property.
For non-budgeted items or items exceeding $1,000, purchase approval is required from Associa, the Managing Agent.
Manager will provide initialed receipts for all supplies or services purchase with petty cash or authorized charges.
Prepare and periodically update an inventory list of property, equipment, furniture, tools and supplies.
Bid Solicitation & Contract Administration: Solicit proposals, bids and quotes for routine maintenance items when warranted or requested by Associa, the Managing Agent or the Board of Directors.
When requested, assist Associa, the Managing Agent with preparation of bid specifications, bid invitations and coordination of vendor and contractor visitations and inspections to the property and evaluation of competitive bid proposal bids with recommendations to the Board of Directors.
Assess whether services provided pursuant to contracts entered into by the Association are being rendered in accordance with the terms of the applicable contracts and notify Associa, the Managing Agent of any noted discrepancies.
Rule Enforcement: Enforce fairly and impartially the Association's governing documents to include house rules, architectural standards and other related policies in accordance with Associa's and/or Association's enforcement policy and applicable State and Federal laws.
Administrative Service: Records Retention: Register all new residents and issue House Rules, common area keys, life safety plans, and any other resident information and requirements as requested by Associa, the Managing Agent and obtain signed receipts.
Maintain an up-to-date list of residents including information such as phone numbers, emergency information, list of disabled residents, etc.
All information shall be kept current and under secure conditions and released only to appropriate parties as directed by Associa, the Managing Agent or Board of Directors.
Maintain a General Manager's Record Book/Log of daily activities and significant events pertaining to the operation of the property and make available to Associa, the Managing Agent or Board of Directors for inspection.
Complete incident reports when warranted and give notice to Associa, the Managing Agent as soon as practical, not later than within 48 hours.
Make available to owners for inspection at Manager's office, the Association's minutes, financial statements and governing documents as required by Hawaii laws.
Occupancy, Parking, and Facility Use Registration: Maintain current records, contact and emergency contact information (where applicable) for all residents, unit owners, and facility users.
Maintain unit owner and resident documentation in confidential files (electronic and/or physical) for routine and emergency contact purposes.
Maintain records of users of facilities including surfboard, bicycle and any other storage (temporary or permanent) used by owners, residents, contractors or others.
Maintain secure key storage with access available to owners and other authorized persons.
Assignments: All parking stalls in the building are limited common elements appurtenance to commercial apartment D.
Assigning parking stalls for use by particular apartments is ultimately at the direction of the Board of Directors.
The General Manager is requested and authorized to make assignments on a day-to-day basis subject to directions from the Board of Directors.
Parking Stall Rules: The General Manager will enforce those rules and regulations adopted by the Board of Directors regarding parking, storage of items in parking stalls and use of the parking stalls by the restaurant tenant.
Any questions or issues regarding the parking stalls are to be referred to Associa, the Managing Agent.
Communications: Maintain effective liaisons with Association vendors/owners/residents and assist both Associa, the Managing Agent and Board of Directors in developing/enhancing good communications within the Association.
Initiate action and follow up on requests and complaints.
If a problem is not corrected within two (2) days, report to Associa, the Managing Agent for direction.
Post the hours the General Manager's Office will be open to perform administrative duties.
Make yourself available to residents at convenient times for registration, Association related requests and inquiries.
Provide emergency assistance to residents, their guests and other people on the property in situations that could affect their safety and security and the threat of property damage to the building.
Notwithstanding any other provisions herein, the General Manager should not undertake any assistance in lieu of appropriate governmental agencies (i.
e.
police, fire department) or act in any manner which would unnecessarily expose the Association to potential claims.
Meetings: Unless specifically excused by the Board, attend Board of Director's, Association and Committee meetings to provide information, make recommendations and receive instructions regarding policy and specific items to be accomplished.
Provide a monthly General Manager's Report in a format acceptable to Associa, the Managing Agent for dissemination to the Board Members no later than 4 days prior to the scheduled date of Board Meetings.
Summarize the General Manager's Reports and any other material information for the Board of Directors Meetings Fiscal Management: Upon request, prepare and submit annually to Associa, the Managing Agent recommendations for the following fiscal years operating budget and capital reserve plan to: Proposed number of personnel and recommended wage rate and benefits.
Administrative equipment and supply needs.
Equipment and supplies for the maintenance of the building, grounds, and amenities to include a proposed preventative and deferred maintenance list.
Major renovation or repair projects.
Petty Cash.
Maintain a petty cash account in an amount determined by Associa, the Managing Agent for procuring supplies that are not obtained by credit.
The petty cash account must be reconciled at the end of each month and submitted to Associa, the Managing Agent for processing using Managing Agent's standard forms and procedures.
Provide supervision and support for the paid laundry facilities on the premises.
Payroll Record Keeping: Maintain daily time records of all employees in Managing Agent's standard format including personnel action forms covering sickness, vacation, wage changes, etc.
and provide such records to Associa, the Managing Agent on the designated reporting dates to process payroll.
Report any injury of personnel to Associa, the Managing Agent immediately; assist Associa, the Managing Agent with processing insurance claims for property and casualty losses and/or liability insurance claims, and accident report forms for worker compensation and temporary disability insurance.
Deposits for keys, security fobs and similar devices: Issue receipts to payers and either deliver to Associa, the Managing Agent or deposit weekly to the Association's checking account all funds received for facility rentals, common area access keys and any other funds received.
Provide Associa, the Managing Agent with a copy of the deposit slips along with duplicates of the cash receipts attached for verification of the refundable deposits and convenience sales/rentals.
Submit check requests to Associa, the Managing Agent for refundable deposits to payers and residents.
Read, report, and provide the necessary information to bill sub-meter electrical, water and other utilities to the tenant.
Other Services: Cooperate with the Association's auditor(s) in every reasonable manner and provide requested information and documents in a timely manner.
Assist Associa, the Managing Agent in representing the Association as requested in liaison with governmental agencies and regulatory bodies.