Resident Manager

Schofield Barracks HI

Description

The Resident Manager is responsible for the operation, safety and maintenance of the common elements, control of facilities, planning and execution of preventive maintenance programs, monitoring work performance of contracted vendor services, administrative and human resource management, and reporting to the Board of Directors and Managing Agent. DUTIES AND RESPONSIBILITIES: 1. Respond in an appropriate and timely manner to all complaints from owners and residents. Seek assistance from the managing agent for those complaints that cannot be resolved. Provide courteous, honest, professional and tactful assistance to owners, residents, guests and vendors. 2. Conduct daily inspections of the common elements, properties, and equipment recording deficiencies and taking appropriate action. 3. Be knowledgeable with the operation and emergency procedures for water and electricity shut down to buildings. 4. Perform general maintenance repairs. The RM shall seek expert opinion or solicit bids for maintenance or repairs beyond his knowledge and skill level. 5. Maintain a log of significant or irregular activities or events and provide routine updates to the board of directors and managing agent. 6. Maintain and update schedule of preventative maintenance and contracted inspections from outside vendors. Including but not limited to dryer duct cleaning, tree health(arborist assessments), evaluations, gutter cleaning, sewer line maintenance, fire hydrant maintenance, fire extinguishers, bulky item pickup and all other items determined to be on a routine maintenance interval. 7. Maintain over-all surveillance of the property and advise the proper authorities (police, fire, emergency response services etc.) as necessary in order to maintain peace, order and quiet. Immediately inform the Managing Agent and President of activities requiring police and/or fire department attention by telephone and completing a critical incident report. 8. Control access to maintenance or storage facilities. 9. Report to the Managing Agent and Board of Directors of any incident which may prove a liability to the Association, or which may or does involve an insurance claim. Submit an incident report for each event. 10. Notify and follow through with mechanical and other service companies in the event of a malfunction of equipment (fire systems), etc. Advise the Managing Agent of each such situation at the earliest possible time. Submit an incident report for each event and keep the board informed. 11. Obtain prior approval from the Board of Directors for emergency repairs exceeding $1,000. 12. Coordinate contract repair and other services and provide notification to residents when entry into apartments or when an activity causing an inconvenience to building occupants (i.e. water shutdown) is required. 13. Plan and implement maintenance programs. Make necessary recommendations for increasing or decreasing service intervals and provide detailed data. Report on progress of specific programs. 14. Maintain a log of all repairs made to the buildings and/or common elements, and equipment. The log should include the date and cost of the repair as well as causes of the problem. 15. Ensure that all contract work is performed in accordance with specifications, i.e. service, maintenance, or repair. Advise Managing Agent and Board of Directors of any discrepancies or deviations from contract requirements or specifications. 16. Purchase miscellaneous supplies and services for general maintenance using AOAO accounts and reconcile invoices as required by the Managing Agent and Board of Directors for. Purchases over $250 require approval of the managing agent, President or Treasurer. Petty cash fund of $750 is established for this purpose. 17. Maintain an inventory of the Association's tools and equipment. Within 30-days of hiring, conduct and document an inventory audit of all tools & equipment. Each year thereafter in the month of December, perform and submit an annual inventory audit to the Board of Directors, through the managing agent. 18. Enforce the House Rules, issuing citations for violations as required. Follow up on known violations until remedied. Provide a copy of citations or notices to the managing agent but no later than 5 days of the incident. 19. Control parking consistent with the House Rules. 20. Be familiar with the association's governing documents. 21. Assist in the development of long term plans for the maintenance/repair/replacement of buildings, equipment and overall landscape of the property. 22. Perform leak investigations and submit findings and actions in a detailed written report to the Board of Directors through the Managing Agent. 23. Provide a written manager's report to the Board of Directors, through the Managing Agent, one week prior to the date of the next Regular Meeting of the Board of Directors. The report should include repairs and maintenance, significant activities requiring the attention of the Board of Activities, critical incident reports; house rules enforcement efforts, leak investigations and outcome of requested tasks by the Board of Directors or Managing Agent. 25. Supervise and evaluate performance of the association's maintenance employees. Plan and schedule the work activities of the maintenance employee. Maintain timesheets and submit personnel action forms to the Managing Agent. 26. Actively participate in recruitment, training, development, selection, and appraisal of association employees, to include recommending termination. 27. Perform other tasks required by the Board of Directors. 27. Must have valid Hawaii State Driver's License and have reliable transportation that can support the need for supply pick up and commuting between properties. Mileage will be reimbursed for vehicle usage with valid corresponding receipts. 28. Previous experience in plumbing and leak investigation processes not required but recommended.