Office Manager in Westlake Village, California at PMP Management

Become the Best Part of PMP Management!

PMP is seeking a motivated, detailed, communicative, and personable professional to join our team as an On-Site Manager.

Who We Are

Property Management Professionals LLC. (PMP) is an industry-leading Association management firm providing extraordinary services to common interest developments throughout Southern California, Texas, Arizona, Utah, and Colorado. PMP delivers a level of service only a local management partner can, with the depth and breadth of support and training only seen at much larger management firms.

PMP is one of the fastest-growing management firms which provides our team members with a unique opportunity to evolve and grow their careers. Our people-centric culture attracts and retains the industry’s top talent and has served as one of our competitive advantages, driving our growth and success over the past decade and a half.

To learn more about PMP and our unique company culture, we invite you to visit our social media platforms below:

Instagram/pmpmanage facebook/pmpmanage linkedin/company/pmpmanagement

Who We’re Looking For

PMP is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients.

Position Description: PMP’s On-Site Manager is responsible for up to five associates, handling matters of performance management, mentoring, and ensuring they have the tools, support, and training necessary to be successful. The ideal candidate will possess strong leadership and communication skills, a passion for providing extraordinary customer service, and a positive demeanor.

Responsibilities & Duties:

• Work closely with the Board of Directors to plan and implement strategic plans, goals, and objectives.
• Assist in the implementation of the stated priority goals/issues and business plans of the client.
• Assist in managing all agreements to ensure that they are executed and implemented appropriately between all organizations and that the financial obligations are accurately recorded.
• Ensure adherence to association policies and procedures, and compliance with corporate, civil code, and state and federal obligations.
• Has direct reporting responsibility for up to 5 other associates, including directing work, scheduling, and overseeing day-to-day operations.
• Responsible for the approval of requests for time off and vacation for staff. Will plan and schedule for adequate coverage.
• Work with the General Manager and is responsible for the training, counseling, and professional advancement of staff under your responsibility.
• Ensure all board documents and packets are prepared in accordance with governing documents and local laws, posted, and delivered properly.
• Oversee responsibility to ensure Board Minutes are completed accurately and filed per the local laws.
• Processing of all billing and invoices.
• Meeting weekly (or as requested) with the General Manager.
• Oversee code compliance and enforcement and ensure policies are properly implemented and proper records are maintained.
• Oversee subcontractors’ adherence to specifications and that work is completed in accordance with client standards.
• Provide leadership at each meeting in terms of agenda support, written and oral reports as requested on designated items, and summarize the priorities of each meeting as they relate to the community.
• Maintain awareness of homeowners’ community desires.
• Support and assist in hiring, training, and supervising all direct or indirect staff in accordance with PMP policies.
• Assess and monitor community needs and identify opportunities for improving service delivery methods and procedures and developing new programs.
• Actively manage customer and staff problems and issues, making appropriate decisions consistent with company policies, procedures, and practices.
• Recommend, develop, and roll out any programs or initiatives that would increase operational effectiveness, efficiency, and cost reduction.
• Attend and participate in professional industry meetings. Stay abreast of new trends and innovations in the fields of community management and community programming.
• Maintain all professional designations, including continuing education courses.
• As requested, takes a leadership role with Capital and Reserve projects.
• Schedule and run weekly and monthly staff touch base and staff function meetings.
• Perform annual budget preparation and ensure adherence to the association budget.
• Review association policies on an ongoing basis to ensure compliance with local laws, declarations, and other requirements of governing institutions.
• Attend all company mandatory functions.
• Comply with company policies and procedures.
• Must work effectively with co-workers, customers, and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables, and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name; title or other respectable identifiers; respecting in the diversity of our workforce in actions, words and deeds.
• Other duties as deemed necessary.

Required Qualifications:

• Has a minimum of 5 years of community management experience. CMCA and AMS designations are preferred.
• Certified Manager of Community Associations is required - CMCA.
• Valid Driver’s license including state-mandated vehicle insurance.
• Is committed to continual learning as evidenced by attendance at seminars, and industry programs, either as an attendee or as a guest speaker.
• Displays strong written skills to be able to publish appropriate documentation as directed to create a legacy for the association, particularly in the area of administration.
• Be well-spoken to instill confidence in the residents that reside within the community as well as the public that may interact through designated programs and issues.
• Displays a community posture that well represents the vision of the association.
• Understand bidding and maintenance practices.
• In brief, the following qualities are necessary for this job position:
• Management decision-making capabilities.
• Strategic planning capabilities.
• Demonstrates public charisma as evidenced by proven leadership skills.
• Has a proven track record working with Volunteer Committees and elected or appointed Board (s) of Directors.
• Technology literate.
• Demonstrates good client interaction and visibility.
• Demonstrates effective verbal and written communication skills.
• Comprehension and attainment of all areas of the following skills: financial, written, verbal, negotiations, thoroughness, procedural comprehension, and compliance.
• Excellent problem solver that demonstrates the ability to use creative alternatives.
• Assertive, PR oriented.
• Must have experience in Design Review Committee (DRC/ARC) assistance, as well as homeowner compliance processes.