DUTIES AND RESPONSIBILITIES:

Residents and Owners

• Handle routine maintenance requests from owners as Repair & Replacement policy describes.
• Investigate and resolve routine issues raised, and complaints made, by residents and owners.
• Investigate and resolve Association policy issues.

Maintenance

• Learn all aspects of the plan, layout, construction and operation of the buildings, grounds and equipment of the Association.
• Undertake inspections on behalf of the Site Manager:
• Make routine property inspections.
• Inspect sidewalks, parking lots and driveways for snow and ice removal issues during cold season.
• Make inspections as part of investigating resident and owner complaints, and enforcing Association policies.
• Conduct unit inspections.
• Inspect work performed by contractors as needed.
• Keep records on maintenance activities.
• Track routine maintenance work in accordance with the annual maintenance calendar.
• Handle the assignment of routine work to contractors and the ordering of supplies routinely purchased for the Association.

Accounting

• Prepare routine collection letters and invoicing.
• Review deposits, checking and categorizing payments.
• Assist with processing of accounts payable:
  
• Enter pending invoices into accounting system.
  
• Track unpaid invoices to ensure timely payment.
  
• Ensure that tax ID numbers (TIN's) and insurance certificates are obtained from suppliers and contractors as appropriate.
• Track utility consumption, and identify problems for follow-up.
• Research income and expenses for budget purposes.
• Track cash levels and reserve investments to ensure compliance with Association policies.
• Prepare 1099's and Certificates of Rent Paid (CRP's).

Sales and Rentals

• Track, and prepare schedules to report, sales information weekly.
• Investigate and follow up on issues raised regarding rental units.
• Provide routine information regarding sales and rentals in response to inquiries.

General Administration

• Keep the Site Manager informed of issues.
• Provide general assistance and support to Site Manager.
• Research issues and maintain records as directed by the Site Manager.
• Assist the Site Manager, the Property Manager and the Board with administrative tasks.
• Answer telephone calls, and greet visitors to the Association Office, as required.
• Handle typing, word processing, other computer work, filing and copying, as required.
• Make occasional driving trips on Association business.

Other Duties

• Periodically, handle on-call responsibilities of Site Manager.
• Assist with after-hours emergencies when requested.
• Perform other duties as assigned by the Site Manager in order for the management, operational and administrative requirements of the Association to be met.

ASSIGNMENT AND PERFORMANCE OF WORK:

Instructions and assignments are received verbally and in writing from the Site Manager. The Assistant Site Manager is expected to organize the tasks required to accomplish the above DUTIES AND RESPONSIBILITIES and to complete these tasks without regular, specific instructions. The Assistant Site Manager is, however, expected to consult with the Site Manager on an on-going basis, and keep her informed.

The Assistant Site Manager will follow established procedures. The Assistant Site Manager will also conduct himself/herself with the utmost professionalism at all times so as to create the best possible image for Dunbar Strandness, Inc. and the Association.

GENERAL RESPONSIBILITIES AND DECISION-MAKING AUTHORITY:

The Assistant Site Manager is responsible for making the decisions necessary to schedule, coordinate and accomplish the above DUTIES AND RESPONSIBILITIES in a manner consistent with the policies and procedures of Dunbar Strandness, Inc. and the Association, with legal and contractual requirements, and with sound business, management and administrative practices.

The Assistant Site Manager does not have any independent purchasing authority. The Assistant Site Manager will be involved in purchasing supplies and contracting for services. However, the Assistant Site Manager must have all purchases and contracts approved by the Site Manager in advance.

WORK RELATIONSHIPS:

The Assistant Site Manager reports to the Site Manager. The Assistant Site Manager works closely with the Administrative Assistant and the Property Manager. The Assistant Site Manager has regular contact with the Building Technicians, members of the Association, renters at Meadow Creek Condominiums, and vendors. The Assistant Site Manager has occasional contact with Board members and with government officials.

APPLICATION PROCEDURE:

Please refer to the last section of the Job Announcement for information on our Application Procedure. If you have questions, please call 763-231-0679, and leave a message in the Employment Information and Messages voice mailbox.