Assistant Manager - HOA Site Management

SpectrumAM•San Antonio, TX

4d•$50,000•Hybrid

About The Position

The Assistant Manager - Site Management plays a pivotal role in driving success across the division by supporting the Division Leadership and collaborating closely with the Manager of Site Inspections. This person will be responsible for the geographical territories as assigned. This position is responsible for ensuring the effective implementation of strategies that enhance community impact and engagement, while maintaining compliance with property codes and governing documents. The Assistant Manager will make recommendations for site portfolios, working with the Manager of Site Inspections and local division leaders to address challenges and optimize service delivery. In addition to managing day-to-day operations, this role involves fostering a positive organizational culture and promoting long-term success through strategic planning and development initiatives. Key responsibilities include facilitating communication between the Site Management Team, the Manager, and local division leaders, ensuring alignment with organizational goals, and addressing client inquiries and concerns with professionalism. The Assistant Manager will also play a crucial role in mentoring and training team members, conducting performance evaluations, and fostering a collaborative environment that encourages growth and innovation. By coordinating with local division leadership, the Assistant Manager will ensure that site management efforts are integrated with broader organizational objectives, contributing to the overall success and sustainability of the division. This position is ideal for someone who is proactive, detail-oriented, and committed to driving excellence in site management.

Requirements

Valid driver’s license, auto insurance, and a safe driving record.
Computer literate and familiar with Microsoft Word and Excel.
Understand how to enter data into databases and iPads.
Proven skill in conflict resolution and customer service.
Detail oriented.
Positive attitude.
Influential.
Culture champion.
Critical Thinking.
Organization and time management.
Problem-solving and analysis.
Clear and professional communication, both written and verbal.
Able to understand and carry out oral and written requests.
Able to multitask and learn in a fast-paced environment.
Customer-service minded with the ability to work as part of a team and maintain a calm demeanor during customer interactions and peak times.

Nice To Haves

Experience in our industry is not required, but initiative and the ability to work independently are highly valued.

Responsibilities

Oversee daily operations to ensure efficiency and consistency across all divisions.
Manage and oversee department operations in alignment with the company’s strategic vision and standards, ensuring continuity and excellence in service delivery.
Possess expert-level knowledge of property codes for all markets.
Read, understand, and accurately interpret governing documents.
Possess an in-depth understanding of the processes and backend systems, including CINC Manager, CINC Systems, the Spectrum and JellyBird apps, and CINC WebAxis.
Support and facilitate cross-divisional support amongst teams.
Conduct audits, review, and edit property bullet point forms at least quarterly to ensure understanding.
Manage all aspects and systems for Fleet Management systems, including Fleet Car Management, D/W Fleet Car Log, Maintenance Log, Receipt Submissions, Fleet Car GPS, Fleet Car Remote Parking Agreement, and Fleet Car Check-In/Check-Out.
Approve small repairs when needed.
Understand the creation of Violation Policies, Quality Control (QC), input and review to ensure proper setup of letter templates for policies, and Legal Packet Submissions.
Collaborate with other Assistant Managers of Site Inspections.
Train and lead a high-performing, motivated team, ensuring alignment with departmental goals and fostering a positive work environment.
Build a positive and accountable workplace culture.
Coach, develop, and mentor Site Managers.
Identify talent and make recommendations for staff development into Sr., Mentor, and SM Compliance positions.
Evaluate employee performance and provide feedback.
Monitor team performance with monthly 1:1’s and Playbooks every 6 months.
Monitor and review Drive Reports for completion, accuracy, and consistency.
Audit and review Homeowner Correspondence through the homeowner portal and app to ensure consistent responses.
Take feedback from the Assistant Manager of Compliance on account errors and implement coaching and training.
Develop and maintain strong relationships with Board Members in all divisions, acting as a trusted advisor.
Address Board Member complaints promptly and effectively.
Address and resolve escalated challenges from homeowners.
Collaborate with the Client Relations Manager to implement strategies that ensure a high level of customer satisfaction.
Analyze customer feedback routinely to identify areas for improvement and make recommendations for changes that enhance service quality.
Regularly assess customer service practices to ensure they meet company standards and identify opportunities for enhancement.
Develop and maintain strong relationships with Division Leadership, Community Manager teams, and Site Management teams.
Audit Team Schedules to ensure contractual obligations are met.
Facilitate seamless communication and coordination among departments.
Gather and analyze feedback from Division Leadership and Community Management teams to identify areas for improvement and collaborate to implement solutions.
Provide strategic support to division leaders and Community Managers.
Address and resolve conflicts or challenges within the division promptly.
Support leadership and team development initiatives.
Coordinate and optimize portfolio assignments.
Create FAQs with continued training and support to Community Managers.

Benefits

Work out of our local office for the first year.
Hybrid Empowerment Plan (after the first year, may transition to in-office and remote work).
Recognized as Best Places to Work since 2007!
Fastest Growing Company - Fast Track 50 in 2020.
Privately owned with over 20 years in business and never had to lay anyone off.
Work / Life balance.
5 weeks of PTO.
Forty paid hours per year for community service activities.
11 Annual Paid Holidays.
Internal Learning and Development Management System.
Medical, Dental, Vision, STD/LTD, Life/AD&D.
401k program.
Free medical clinic in-house (in the San Antonio office – virtual appointments for other offices).
Well-structured career track plan with a 6-month review.
Annual Salary $50,000.00 with reviews and performance increase opportunities every 6 months.
Company Fleet Car Provided.