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POSTED 7/21/2021

Venture Out is seeking a General Manager

Venture Out in beautiful Panama City Beach, FL, is seeking a highly motivated General Manager to help lead our thriving community. Venture Out – a Florida-based, land (not high-rise) condominium association – is nestled on the far East end of Panama City Beach and rests on 100 acres surrounded by a world-class marina, tranquil Grand Lagoon, award-winning St. Andrews State Park, and the warm waters of the Gulf of Mexico. There is no other community like this from Key West to the Texas / Mexico border. We are a sprawling community consisting of 735 individually owned units that has 300 feet of private beach on the Gulf of Mexico, two pools (one heated), a community clubhouse, fishing pier, boat ramp and docks – and so much more.

 As the General Manager of Venture Out, you will be responsible for leading and executing the operational strategies and priorities in support of our unique, gated community of 735 owners and their guests—many of which are seasonal renters. You will be the lead interface with internal and external customers, including homeowners, vendors, contractors, and Board and committee members, and will provide daily operational direction and leadership to a staff of 8-10 employees. The General Manager is ultimately responsible for all daily operations of the Association and community including oversight of finance, administration, facilities and grounds maintenance, utilities, infrastructure, custodial, landscaping, and oversight of the 24x7 security services contractor.

 The General Manager will ensure Venture Out is run and operated in accordance with Florida Statute 718, aka. FL Condominium Act, Venture Out governing documents, and all policies, rules, and governing directives as defined and articulated by the Board of Directors and its President.

 This is a high tempo position.  If you are up to the challenge and opportunity, then we invite your attention to the following:

 Duties and Responsibilities:

Board and Strategic Engagement

  • Supervise and lead the entire day-to-day operation and administration of Venture Out at Panama City Beach, Inc.
  • Collaborate with the Board of Directors, its President, and Officers on strategic initiatives, policy governance, and Association projects
  • Actively engage in the annual budget development process and provide recommendations to the Board and committees regarding the operating and major capital budgets to maintain the desired community appearance and efficient operations
  • Prepare Board packages according to established time frames including monthly Manager’s report
  • Provide timely financial reporting, project updates, and vendor recommendations to the Board
  • Advise the Board on requirements of Florida Statute 718 regarding processes and policy procedures
  • Attend and participate in Board meetings, including some evening meetings, as required
  • Serve as liaison to Board and the Association’s attorney, as requested. Proactively inform the Board of legal actions and significant events
  • Work with various Board committees to schedule and publicize Committee events.
  • Coordinate the annual meeting and election of Board, and other special Owner and Board meetings as required.

Budgeting and Financial Management

  • Utilizing the Board-approved budget, track and quantify day-to-day operating results and implement corrective action as needed
  • Methodically monitor and enforce contract terms, billings, reconciliations, assessment collections, and other charges
  • Attentively review, approve, and submit invoices
  • Code and approve all bills daily as well as ensure COI and W9 forms are current for all vendors.
  • Diligently oversee Association bank accounts and investments

Operations

  • Work closely with the Assistant General Manager to effectively lead and manage the day-to-day operations of the community.
  • Direct / lead staff and assist with employee hiring, onboarding, training, supervision, and performance management techniques
  • Enforce appropriate training of staff at all levels
  • Confirm that Human Resources policies are written and updated according to state and federal law and practiced by all staff
  • Establish administrative checks and balances to ensure effective and consistent staff performance
  • Certify that Association community management tools are effectively developed and utilized such as annual calendars, action item lists, staff agendas, RFP matrixes, procurement procedures, budgets, etc.
  • Maintain Association operational and administrative files and all property activities in the owner’s portal.
  • Coordinate and/or direct facility and common area inspections and arrange appropriate follow-up actions as needed
  • Monitor the grounds and infrastructure of the association for critical risk and liability exposure areas, and promptly address and raise to the attention of the Board of Directors and its President.
  • Monitor daily inspection of property for any repairs.  Schedule repairs with contractor and/or maintenance staff and input into maintenance work order system.
  • Schedule preventative maintenance of property.
  • Inspect property for covenant/declaration violations.  Prepare and send written notification to homeowners.
  • Work with building and compliance committees to manage compliance issues.
  • Effectively monitor all capital projects, from procurement to vendor performance, to ensure property improvement and other construction projects are completed on time and within budget
  • Oversee Committee of Peers adjudication of fines process to schedule meetings, report results and follow up with action items.
  • Develop and implement disaster preparedness plan and provide onsite guidance to staff after severe weather events.
  • Provide effective oversight of the contracted Security Services company that provides 24x7 security of the property including security fines procedures in accordance with FL Statute 718.  Devise strategies and implement protocols to provide high-quality safety and security to residents, visitors, and staff
  • Respond and resolve emergency issues after hours as needed

Relationship Management

  • Liaison between the Board and residents in executing established Association policies and conveying residents’ feedback and grievances
  • Promptly and professionally respond, in conjunction with staff, to resident concerns and questions
  • Build successful, strategic relationships with outside community leaders, local businesses, vendors, and applicable government entities

Education, Skills and Experience Requirements

  • The preferred candidate has one of the following: PCAM (highly desired) or CAM license (required), CMCA certification, 5+ years of experience managing a large-scale COA, or 8+ years of directly or closely related experience
  • Large-Scale Manager (LSM) credential highly desired.
  • Outstanding interpersonal communication skills
  • Highly proficient in the use of MS Office Suite of Applications
  • Highly efficient and comfortable in the use of email, text, and phone to maintain a high “speed of business” pace.
  • Capable and willing to operate at a high tempo.
  • A thorough understanding of business and management principles involved in strategic planning, project management, servant leadership techniques, employee behavior and morale, and coordination/collaboration of people and resources
  • Proven ability to assess, identify, prioritize, and solve problems
  • Ethics, integrity, transparency, and accountability in all actions and beyond reproach

Compensation:

  • Salary range:  $75-110K (dependent on the candidate’s range, breadth, and depth of experience in managing complex condo associations). Potential for year-end bonus.
  • This is an exempt (non-hourly) position.
  • Typical Workdays: Monday – Friday, with ability to respond to emerging issues after typical duty hours/days.
  • Hours: minimum of 40 hours per week and as needed due to demands of the position.
  • Benefits: 80% health care premium paid by the Association; 100% dental, basic life insurance, other benefits available to employee. Board of Directors will be doing a comprehensive review of all benefits offered, including 401K, and will seek to improve-upon what is currently offered beginning in 2022.

To express your interest, please forward your résumé and interest to:  David Gillespie, President       Venture Out at Panama City Beach, Inc.       [email protected]

Venture Out is seeking an Assistant Manager

 

As the Assistant General Manager of Venture Out, you will be responsible for assisting the General Manager to lead and execute the operational strategies and priorities in support of our unique, gated community of 735 owners and their guests—many of which are seasonal renters. Serving in a true #2 role for the Association, you will interface with internal and external customers, including homeowners, vendors, contractors, and Board and committee members, and will assist the General Manager to provide daily operational direction and leadership to a staff of 8-10 employees. This position will have direct operational oversight and responsibility for front office operations and 3-4 front office staff engaged in customer interaction, front office customer support, business operations, and standard operating procedures.

 

 The Assistant General Manager will ensure Venture Out operates in accordance with Florida Statute 718, aka. FL Condominium Act, Venture Out governing documents, and all policies, rules, and governing directives as defined and articulated by the Board of Directors and its President.

 

 This is a high tempo position.  If you are up to the challenge and opportunity, then we invite your attention to the following:

 

 Duties and Responsibilities:

 

  • Provides project support to the General Manager, including developing RFPs, providing oversight, and implementing specified projects.
  • Attends regular Board meetings and annual meetings.
  • Assists the General Manager with the supervision of Association staff, with direct operational oversight of front-office and customer-facing staff.
  • Frequently interacts and communicates with a variety of individuals and groups including, owners, their guests, renters, committee members, vendors, security service personnel, construction and maintenance contractors, etc.
  • Routinely coordinates with Board-appointed Committees at the direction of the General Manager.
  • Oversees the information technology environment, software process and procedures, including setup, uploading documents, reporting, etc.
  • Serves as the General Manager in his/her absence.
  • Ensures FL 718 proper fining procedures are executed properly.
  • Foster relations with the Board of Directors
  • Prepares Board Meeting Documentation and Handouts
  • Oversees preparation and mailing of Association owner communication
  • Oversees and responds to Association Website owner/guest communication
  • Oversees and manages the Association Owner Portal webspace
  • Develops a comprehensive knowledge of Association financial reports
  • Manage the monthly AR aging process including past due, demand letter and collection activities.  Prepare report for the monthly BOD meeting.
  • Oversees payment of invoices for the Association; order annual audit and assist in conducting audit in obtaining records, order tax return to be filed for Association and insure corporate annual registration is completed with the State.
  • Manage Association financials including weekly review of income/expense statements and verify G/L postings.
  • Assist the Association Treasurer in preparing the annual budget.
  • Maintain individual owner and onsite association administrative files.
  • Create and manage procedures for owner property sales to ensure all systems are updated for new and previous owners
  • Oversee staff scheduling to ensure proper coverage of office staff to effectively handle peak season traffic and provide assistance as needed.
  • Verify daily Point of Sales files and prepare for submission for posting in owner accounts and general ledger.
  • Scan and email locally received invoices.
  • Coordinate landscaping with contractor for all grounds and any maintenance issues.
  • Schedule regular inspections of fire, electrical, plumbing systems and obtain required permits.
  • Serve as systems administrator for Association specific applications and point of contact for IT support contractor
  • Supervise the amenities reservations.
  • Attend Committee and/or Association functions as needed.
  • Assist the General Manager in the supervision of a 24-hour Security staff.
  • Review all security logs, documents and paperwork completed and ensure all necessary follow-ups are conducted promptly and accurately.
  • Participate in the hiring of staff within the annual approved budget.
  • Provide personnel with timely feedback and performance evaluations.
  • Responsible for mandatory training of personnel.
  • Work directly with unit owners, owner guests/renters, to resolve complaints and concerns.
  • See that all covenant, rules, regulations, policies and procedures are enforced.
  • Constantly monitor the security and safety of the community and make recommendations to provide necessary changes.
  • Manage passes, decal and permit inventory.
  • Develop and continually review Standard Operating Procedures (SOP) and make additions and changes as is necessary.
  • Assist in all emergency management situations and executing the Associations Emergency

 

Preparedness policy and procedures

 

Education, Skills and Experience Requirements:

 

  • Min Education: Associates or Bachelors’ degree in General Business.
  • Preferred education: BS in General Business or Accounting.
  • Min Experience:  3-5 years’ experience in bookkeeping/accounting and customer service
  • CAM license (preferred, or a desire to obtain),
  • Outstanding interpersonal communication skills
  • Highly proficient in the use of MS Office Suite of Applications
  • Highly proficient and comfortable in the use of email, text, and phone to maintain a high “speed of business” pace.
  • Capable and willing to operate at a high tempo.
  • Ethics, integrity, transparency, and accountability in all actions and beyond reproach

 

Compensation:

 

  • Salary - $50K - $75K (dependent on the candidate’s education, skills, and depth of experience in managing complex condo associations). Potential for year-end bonus.
  • This is an exempt (non-hourly) position.
  • Typical Workdays: Monday – Friday, with ability to respond to emerging issues after typical duty hours/days.
  • Hours: minimum of 40 hours per week and as needed due to demands of the position
  • Benefits: 80% health care premium paid by the Association; 100% dental, basic life insurance, other benefits available to employee. Board of Directors will be doing a comprehensive review of all benefits offered, including 401K, and will seek to improve-upon what is currently offered beginning in 2022.

 

To express your interest, please forward your résumé and interest to:      David Gillespie, President     Venture Out at Panama City Beach, Inc.     [email protected]

 

 POSTED 7/14/202

SHIPWATCH CONDOMINIUM PEREDIDO KEY SEARCHING FOR A FULL TIME COMMON AREA CLEANER

PLEASE CONTACT [email protected] or 850.492.0111

DAILY TASKS TO INCLUDE, BUT NOT LIMITED TO:

River side Pool – Daily May 1 – September 15, 2021

Straighten chairs in proper positions

Clean tables

Restrooms - Clean men and women restrooms a minimum of twice a day

Resupply toilet tissue, hand towels, soap, and clean showers, toilets, sinks and floors

Gulf side Pool – Daily May 1 – September 15, 2021

Straighten chairs in proper positions

Clean tables

Restrooms - Clean men and women restrooms a minimum of twice a day

Resupply toilet tissue, hand towels, soap, toilets, sinks and floors

 Fitness center - Daily

Wipe down exercise equipment, clean mirrors and vacuum

Check and empty trash daily

Vacuum floor

 All Buildings –Daily

 Start at the top of each floor of each building with broom and garbage bag walking down all floors picking up trash

Clean trash chute doors

Sweep floors and stairwells daily or as needed at each building

Check ceilings for spider or wasp nests

Clean handrails on common area walkways

Check for mold and clean as needed

Clean elevators, walls and doors and vacuum elevator floors

Empty ash trays and trash cans

Move trash bags out of B and C during the summer because the trash cans get full especially on weekends

All Buildings – Weekly

Clean exterior of trash cans by elevators at least 2 x weekly – All Buildings

MOP all common area walkways on all buildings at least 1 x weekly

Clubhouses – WEEKLY OR AS NEEDED FOR OWNER RESERVATIONS (Check office for schedule)

Vacuum/Sweep floors

Empty trash cans – wash down as needed

Clean appliances as needed

Clean restrooms at Riverside clubhouse a minimum of 2 x daily (in season)

Quarterly – Deep clean both clubhouses

Shipwatch Office – Weekend

Clean restroom

Clean Kitchen

Vacuum office

Dust cabinets and desks

POSTED 6/27/2021

Resort Collection is looking for a Director of Association Accounting    

Interested candidates should send their resumes to  to Christy Smith at [email protected]

 Job Description 

 Summary:  Prepare, examine and analyze accounting records, financial statements, and other financial reports to assess accuracy and completeness to reporting and procedural standards.

 Essential Duties and Responsibilities:

  • Prepare and review monthly financial statements. Code vendor invoices and review for accuracy. Process checks, prepare, and review all transfers for funds. Process all incoming assessments paymentsandle.
  • Prepare and review replacement reserve and maintenance contingency schedules. Answer questions from board members concerning invoices and transfers. Review vendor statements for accuracy or disputes. Attend monthly (or as required) Board meetings. 
  • Perform the duties of other accounting associates if an associate is unavailable, absent or needs help. Must be able to perform any or all accounting responsibilities for all companies. Assist with budget preparation (operation and reserves). Organize special projects/maintain special project spreadsheets.
  • Answer questions from board members concerning invoices and transfers
  • Resolve vendor disputes (or instruct associates)
  • Budget preparation (operations and reserves) with VP of Association Management and the finance committee
  • Establish training procedures for new associates.
  • Review and establish operating controls as the foundation for department is comprehensive approved accounting methods and practices, ensuring generally accepted accounting principles, or GAAP are being followed.
  • Continuing education for CAM license
  • Organize special projects/maintain special project spread sheets
  • Quarterly assessment billings
  • Set work schedules and goals for associates
  • Attend weekly staff meeting
  • Attend monthly departmental meeting & Attend manager and staff outings
  • Attend weekly meeting with VP of Association Management to review association business
  • Attend monthly (or as required) Board meetings
  • Attend and assist with Annual Owners meetings
  • Attend manager and staff outings
  • “Hands on” accounting experience through Financial Statements and a working knowledge of GAAP.  Multi-company accounting experience and prior supervisory experience is required. 
  • Assist VP of Association Management and Director of Association Operations & Development with overall growth of the department and recruitment of new properties, including but not limited to total property management opportunities, accounting oversite for self-managed associations, and other revenue growth opportunities.

 Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Education/Experience:

Associate's degree (A. A.) or equivalent from two-year college or technical school; One to two years related experience and/or training; or equivalent combination of education and experience. Association accounting experience required.  Banking experience a plus.

 POSTED 6/27/2021

Seaspray Perdido Key Owners Association Inc is looking for a Vacation Rental Manager/ Assistant General Manager

We are an Owners Association with a dynamic and growing vacation rental program. (34 units and growing) We are looking for the right candidate to fill our Vacation Rental Manager/Assistant General Manager role. This position is a full-time, year-round position. This is not an entry level position. We are seeking a candidate with a minimum of 2 years of experience in the vacation rental management profession. Our team members enjoy an array of benefits including Paid Time Off and medical insurance contributions.

We have built our management team on the foundation of providing unsurpassed service to our owners and guests. We understand that these relationships ARE our business. It is important for us to find a Vacation Rental Manager that similarly holds these relationships in high regard and who will work every day to foster their growth.

Requirements/Responsibilities including but limited to the following:

  • Serve as the primary contact for owners, guests and service partners for all unit needs
  • Serve as chief facilitator of guest and owner relations including resolving any issues
  • Conduct routine and specific inspections of units, the cleaning process and the finished results to ensure quality standards are maintained
  • Scheduling maintenance and repair services for units; communicating any unit issues, repairs, etc. with unit owners and our maintenance manager.
  • Answer in-bound reservations and guest services/owner services related calls and emails
  • Data entry and invoice processing
  • Compiling, reviewing and distributing monthly owner statements
  • Assist with data analysis, setting/adjusting rental rates and revenue management
  • Act as a backup Property Manager as needed
  • Assist with COA management tasks
  • Follows company procedures to screen, hire, orient and train new personnel
  • Ability to run a BOD meeting when necessary according to Robert’s Rules of Order

Must-Haves:

  • Previous experience as in vacation rental management industry
  • Must be available to work varying schedules including weekends, holidays, and overtime (as needed)
  • Be available for rotating on-call schedule
  • Proficient at multi-tasking in a fast-paced environment
  • Must have excellent written and verbal communication skills
  • Must be proficient with variety of computer programs including Microsoft Office Products
  • Must be able to maintain a professional attitude even in the most challenging of circumstances
  • Must have a valid driver’s license and reliable transportation
  • Must be willing to seek a CAM license within 6 months of hire date
  • Must be able to read, understand and maintains current knowledge of state regulatory statutes and community documents, policies and procedures

* Experience with Streamline and/or Breezeway a PLUS!

The typical work schedule is Monday – Friday during off season and Monday-Saturday (with a weekday off) during beach season (Memorial Day-Labor Day). These days are subject to change based upon scheduled holidays or special events, with notification from the Property Manager. Typical work hours are 8:00 AM – 5:00 PM daily but may flex somewhat. This job is classified as a non-exempt, professional position paid at an hourly rate and is eligible for overtime. Hourly rate to be determined based on experience.

If you feel you are the right person for this opportunity, then we’d like to talk to you! Please forward your updated resume to James “JB” Burnes, General Manager/CAM  [email protected] for consideration. Hourly Rate DOE