SANTA FE PLACE

Job Description

I. TITLE: Building Manager, Homes Association

II. GENERAL SCOPE AND PURPOSE: To be responsible, under the direction

and supervision of a Senior Manager, for all phases of operation and
maintenance of the property. Maintain a safe, desirable community and direct
all personnel. This position is responsible for the professional and efficient
managing of visitors, contractors, telephone calls and messages, as well as a
variety of clerical duties that support condominium owners. Our manager will
posses exemplary manners; make all visitors feel welcome; and exhibit grace
and charm beyond reproach. A basic understanding of office functions and a
medium level of office skills is a given. Attention to detail is A MUST.
Courtesy extended to all who enter or call our premises home is the norm, not
the exception.

III. DUTIES AND RESPONSIBILITIES:

A. Supervise the following areas:

1. Knowledge of security systems and procedures.

2. Handle concerns and complaints from residents
3. Hiring, scheduling, training and directing staff.
4. Inform personnel of any issues that would be of concern to building
residents.
5. Schedule events, meetings, etc for Common Areas.
6. Provide to Management.
a. Monthly updates of parking and storage assignments, resident,
personnel and emergency listings.
b. Changes of ownership of homes.
c. All required reports.
d. Owner concerns and issues.
e. Provide bid specifications and evaluations, coded invoices and
other related communications.

B. Doorperson (back-up personnel)

1. Hire personnel.
2. Oversee training; general office and security systems
3. Employee reviews.
4. Handle any concerns from residents.

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C. Custodial

1. Hire personnel.
2. Oversee training.
3. Employee review.
4. Do a weekly or monthly check of building as needed for various
potential problems and the overall appearance of the building, garage,
and grounds.
5. Handle any concerns for residents regarding cleanliness of building.

D. Maintenance

1. Employee review.
2. Maintain unit maintenance records.
3. Evaluate maintenance requests relaying best options for owner’s most
advantageous resolution.
4. Write maintenance tickets, track completion and send appropriate
billing to owners and accounting department.
5. Work closely with maintenance engineer with regard to special projects,
i.e. leaks, damage, insurance, bids, etc., scheduling repairs and all
communications with contractors and owners.
6. Track progress on all phases of maintenance.
7. Assist in finding water leaks and utilizing preventative measures.
8. Handle contractors and oversee work.
9. Handle emergency calls.

E. Landscaping and Grounds

1. Work with personnel or contractor as necessary.

2. Maintain records.
3. Have general knowledge of landscaping projects and work being
completed.
4. Obtain competitive bids when needed.

F. Office

1. Time Cards – approve, code with allocating hours to proper budgets.

2. Maintain personnel records for all staff including vacation, sick, etc.
3. Ensure worker’s comp reports are filled out for all accidents.
4. Maintain OSHA records.
5. Code all invoices correctly allocating charges to proper property code.
6. Document any warnings or disciplinary actions for all employees.
7. Write and produce monthly resident newsletter.

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8. Maintain owner files and handle resident communications.

9. Send Board of Directors’ weekly update and any and all additional
communications, timely and prudent, to keep the Board duly apprised of
Association information.

G. Garage

1. Maintain records for parking space assignment, generate charges and

collect fees.
2. Maintain garage access system, issue gate cards, handle garage gate
functions, and coordinate communications with Security.
3. Bid, schedule and expedite semi-annual garage cleaning handling all
communications to owners, San Francisco Tower and Senior
Management.
4. Schedule and coordinate garage repairs and preventive measures.
(sprinkler system, gates, electrical, intercom, access system).
5. Keep current waiting list for parking assignments.
6. Parking agreements.

H. Leases – keep copy of all units leased and notate lease expirations.

I. Board of Managers Meetings

1. Communicate dates and oversee preparation as needed.

2. Prepare related materials and bids as needed.
3. Coordinate meetings between Board members when needed.

J. Files – maintain unit, contractor files and other pertinent information.

K. Accounting paperwork – Set up new owners: parking, dues, address changes,

etc.

L. New residents/owners – Provide move in packet, assign parking, schedule

elevator. Provide orientation for building operation, services, mechanical
systems, office locations and hours, staff availability, Crown Center Security
operation, etc. Resolve renovation issues expediting Unit Modification Forms.
Orient new owners’ contractors to building requirements and guidelines, monitor
and handle any infractions including communications to the owner, the Board and
Senior Management as prudent.

M. Keys/Locks – order all keys, lock changes, and lock maintenance for
residences, common areas, garage and Monterey Club.

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N. Supplies – order building supplies.

O. Petty cash – maintain records of all purchases and order reimbursements.

P. Incident Reports – keep records of any unusual circumstances and happenings.

Q. Association dues – mail checks received to lockbox and occasionally assist

with collections.

R. Delinquencies – discuss with Senior Management any extenuating

circumstances.

S. Contracts – keep copy of maintenance contracts for equipment.

T . Notices – post or distribute any notices, memorandums, directory forms, etc. as

required.

U. Emergencies — Coordinate access between emergency responders (fire,

police, medical, utility) and Crown Center Security and residents accommodating
access, directions, necessary announcements, etc.

THIS JOB DESCRIPTION IS NOT LIMITED TO THE ABOVE-MENTIONED

DUTIES AND RESPONSIBILITIES AND MAY INCLUDE OTHER TASKS
MANAGEMENT MAY ASK OF YOU ON A TEMPORARY OR PERMANENT
BASIS. MANAGEMENT WILL DISCUSS WITH YOU ANY CHANGE IN
RESPONSIBILITIES.

QUALIFICATIONS

A. High school graduate.

B. 3-5 years management experience.
C. Excellent interpersonal skills – both verbal and written.
D. Work well under pressure or in emergencies.
E. Accounting and administrative background.
F. Organizational skills.
G. General mechanical knowledge.
H. Supervisory skills.
I. Neat, clean and appropriate attire.

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