SITE MANAGER’S DUTY GUIDE
The responsibility of the Resident Manager is to assure that the common areas of the property are well maintained, and the residents enjoy living at the property within the prescribed By-Laws, Declaration and House Rules. Note: The following information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not intended to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. The Board of Directors and Managing Agent has the right to add, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.
The general responsibilities of the Resident Manager fall into three categories:
A. Maintenance of the common property.
B. Maintenance of the social order.
C. Maintenance of appropriate records.
A. Maintenance of the Common Property
1. Inspect all areas daily to assure the cleanliness and order of the property.
2. Inspect all areas daily to assure the proper maintenance so that minor problems do not become major.
3. Make sure that all maintenance and service contracts, such as refuse collection, tree trimming, one-time projects (i.e. painting, asphalt, renovations, repairs, etc.) are properly executed.
4. Perform all duties specified as daily, weekly or monthly as listed on as part of the Manager’s Regular routine or guidelines, as developed with the Board and/or Property Manager.
5. Complete all in-house projects and repairs that are within the Resident Manager’s abilities as requested by the Board and/or Property Manager.
6. Gather and submit multiple bids for all projects.
7. Ensure projects are completed to scope or vendor quote and payments authorized after confirmation of completion to spec
8. And other duties as assigned by the Board and/or Property Manager, in particular special projects with defined scope and timelines.
B. Maintenance of the Social Order
1. Read and know the By-laws, Declaration, House Rules, and Board policies of the association.
2. Enforce all laws and rules where necessary to ensure the safety and quiet enjoyment for all residents.
3. Assist residents with the problems pertaining to their residency as appropriate.
4. Admit repair people, vendors, or service members to the grounds when duly authorized by the Board.
5. Maintain reasonable observation of activities about the premises to assure security.
6. Write and submit communications to Residents on lobby bulletin board (depending upon messaging) on key issues in a timely manner.
6. And other duties as assigned by the Board and/or Community Manager.
C. Maintenance of All Records
1. Organize all records kept in the Manager’s office and/or Unit in a neat and easily understandable manner.
2. Prepare and submit reports as required by the Managing Agent.
3. Prepare and submit written reports for each board meeting no later than 7 days before each meeting.
4. Write and submit promptly (within 5 working days) to the Managing Agent, all incident reports regarding any building issues that are not a regular part of a daily routine (i.e. damages, leaks, police visits, etc.)
5. Maintain the master file of all minutes of the Board of Directors’ meetings and ensure that none of these minutes are ever destroyed.
7. Maintain monthly, quarterly, and annual suspense files for things to do, such as routine maintenance, compliance reports, equipment warranties expiration, etc.
8. Facilitate the inspections and renewal of various permits (sewers, wells, pool)
9. And other duties as assigned by the Board and/or Community Association Manager.
Compensation:
The pay range for this position is $28–$35 per hour, depending on experience and qualifications.
RESIDENT MANAGER DUTIES
REGULAR ROUTINE
Daily Routine
Police Grounds, removing any trash and debris on premises
Daily lock/unlock pool, laundry and public restroom, with wipe-down of surfaces as needed.
Address any concerns from residents
Maintain daily log
Follow-up on unfinished business and file paperwork
Remain accessible and assist residents throughout the day
Enforce House Rules as needed
Keep regular office hours with door open for easy resident access
Nightly Routine
Check to makes sure all security lighting is in working order
Noting and responding to any unusual activity
Bi-Weekly Routine
Clean bathroom in Manager’s Office
Start, oversee, and maintain any ongoing projects
Monthly Routine
Prepare and update Resident Manager’s Report for Board meetings
Plan and set goals, organize and create ways to achieve monthly goal for the benefit of the residents
Update files
Resident Manager Tasks
Daily Guidelines
Assist tenants as provided by House Rules.
Enforce House Rules & other decisions approved by the Board.
Replace broken & burned-out light bulbs throughout the property
Make repairs on irrigation systems if possible or schedule repairs if needed
Monitor repairs, maintenance, & improvements of the property
Monitor painting of buildings & other major projects.
Weekly Guidelines
Clean bulletin board.
Update announcements in bulletin board.
Clean, maintain, grease, oil, tools & equipment.
Organize & store tools, equipment.
Monitor, plan, & organize scheduled maintenance & inspections for the building & grounds (i.e., sewer pumping, pool equipment & ground treatment).
Monitor supply levels for the building & grounds (i.e., light bulbs, cleaning supplies, trash bags, etc.)
Replenish dwindling supplies.
Study House Rules & other decisions approved by the Board.
Clean resident manager’s office.
File & update records.
Monitor trash pickups & recycling pickups.
Monthly Guidelines (As Needed)
Prepare resident manager reports for Board meetings.
Prepare, clean & restore Resident Manager’s Office for periodic
Board meetings, other meetings & gatherings.
Organize & store tools, equipment, & etc.
Monitor, plan, & organize scheduled maintenance & inspections for the building & grounds (i.e., elevator inspections & ground treatment).
Monitor supply levels for the building and grounds (i.e., light bulbs, cleaning supplies, trash bags, etc.)
Replenish dwindling supplies.
Study House Rules & other decisions approved by the Board.
File & update records.
Water shutdowns for plumbing work
