Operations Supervisor

Akam Associates Inc.•Hallandale Beach, FL

17h

About The Position

The Operations Supervisor role is to assist the Property Manager in the daily activities of the Association while supervising the receiving, front desk and valet parking staff and collaborating with the maintenance, housekeeping and management staff so they may respond to the needs of the building.

Requirements

Must be able to: o Identify and resolve problems in a timely manner. o Respond promptly to requests for service and assistance and follow through on commitments. o Focus on solving conflicts while keeping emotions under control. o Remain open to others' ideas and willing to try new approaches. o Build morale within his/her team and look for ways to improve and promote quality.
Must have a pleasant demeanor and be service-oriented.
Must consistently demonstrate the highest level of professionalism and attention.
Must be reliable, dependable, and act independently when performing his/her duties.
Must have strong verbal and written communications skills.
Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.
Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities.
Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.
Requires a high school diploma or GED; Bachelor’s or Associate’s degree preferred.
1 - 3 years of clerical or administrative support experience required; HOA, property management or residential condominium management related experience is a plus
Proficient in Microsoft Excel, Word and Outlook.

Responsibilities

Interact with management, staff, residents and various vendors.
Oversee the planning and logistics of all move-ins, move-outs, deliveries, unit renovations, construction activities and other issues that impact the day-to-day operations.
Train, supervise, coordinate, schedule, hire, terminate and discipline front desk employees and make recommendations to the Property Manager regarding staff and their performance.
Manage standard operating procedures to ensure all contractors are adhering to the Association’s policies and best practices, ie: making sure all contractors are off the property by 5PM and checking all related common hallways for construction materials.
Ensure packages are being retrieved from Receiving Office for after normal Receiving Hours or if the Receiving Clerk is busy assisting others. Ensure proper procedures regarding the release of packages are being followed.
Maintain and update the Front Desk Manual binder as needed ensuring staff contact information, resident contact information and City of Hallandale and Miami-Dade County emergency contact inf0ormation are updated.
Report resident violations to the management office to process violation letters.
Assist all Unit Owners, Residents and Guests in a courteous, helpful manner; referring all questions that cannot be handled to the Management Office for further assistance.
Regularly walk the property and check all common areas for resident safety & security, quality control and preventative & general maintenance items. Report any irregularities, equipment malfunction and damage to common areas immediately to the Building Engineer and Property Manager.
Review incident reports, investigate and report any emergencies and/or incidents that may occur throughout all work shifts that may include but not limited to altercations, fires and/or fire alarms, leaks or flood incidents, or accidents that involves medical or law enforcement.
Ensure all information in the BuildingLink portal is fully updated, including access control records, transponder assignments, and resident/unit data.
Maintain accurate posting of building meeting minutes, meeting agendas, and related documentation.
Attend monthly Board of Directors meetings and provide a detailed operational report for inclusion in the monthly management updates.
Collaborate directly with the Chief Engineer to review, code, and process network/work orders.
Upload and route association invoices for approval, processing, and record keeping.
Conduct multiple daily property walks to monitor conditions, identify issues, and ensure standards of cleanliness, safety, and compliance are met.
Maintain strong knowledge of the building’s safety policies, procedures, and emergency protocols.
Demonstrate comprehensive understanding of the condominium’s Rules & Regulations as well as all governing condominium documents (Declarations, Bylaws, Policies, etc.).
Make recommendations for updates or improvements to building signage to ensure safety, clarity, and regulatory compliance.
Assist in ensuring that Rules & Regulations and condominium documents are consistent, non-contradictory, and properly communicated to residents.
Maintain a flexible work schedule with open availability for emergency phone calls and urgent operational needs.
Work directly with the Property Manager on scheduling, administrative planning, and coordinating operational requests.
Collaborate closely with security personnel and act as the primary liaison between the third-party security company and property management.
Ensure effective communication between management and security regarding incidents, protocols, shift updates, and compliance issues.
Update and maintain all association files, resident records, and operational documentation to ensure accuracy and accessibility.
Responsible for the access control & key fob system, security cameras system, safe-key system and radio system, ensuring that all is working properly and report any equipment that is malfunctioning.
Ensure all employees are in full uniform and maintain the neat appearance of their attire.
Provide a weekly summary of work performed to the Property Manager.
From time to time, accompany contractors or vendors for project related work or in cases of emergency and may serve as a communicator with the owner/resident and the Property Manager.
Creates culture needed to enhance, promote, and execute daily positive interaction among members of the building.
Performs such other duties as may be assigned by Management at its discretion from time to time.