Marine Terrace Resort is hiring

Title:                           Marine Terrace Resort Manager Job Description
Location:                  1018 N. Atlantic Avenue
Daytona Beach, FL 32118-3627

Work Schedule:    Exempt Employee – Mon. – Fri. 8 a.m. – 5 p.m.
One weekend day per month in lieu of a weekday
Forty Hour Work Week plus On Call 24/7

Organizational Relationships:

Reports To:               Board President
Supervises:               Accountant/Bookkeeper, Front Desk Personnel, Maintenance Supervisor, and House Cleaning Supervisor.
Coordinates With:    Members of the Board of Directors (BOD), Owners, Employees, Vendors, External Consultants and all regulatory agencies.

Skills / Qualifications:

1. Possess strong leadership skills and professional presence to oversee all Association employees as well as supervising all outsourced contractual employees;
2. Competent communicator/negotiator, both written and verbal with a polished professional and friendly demeanor;
3. Ability to multi task, problem solve and apply common sense to deal with multifaceted situations;
4. Possess or working towards completion of the Florida Community Association Managers license within 1 year;
5. Strong organizational and analytical skills and disciplined record keeper;
6. Strong knowledge of financial reports and budgets with math skills required to read, understand and create spreadsheets, flow charts and graphs; and
7. Experience with Excel, Word and ability to use the internet to send and receive emails, Zoom type meetings, etc.

Statement of the Job:

The Marine Terrace Resort Manager is responsible for the total administration of Marine Terrace.  In particular, the Resort Manager is responsible for:

1. Overseeing all property maintenance;
2. Overseeing employees and their Performance Reviews at least annually;
3. Communicate with Owners while handling emergency situations and inquiries;
4. Facilitate and oversee the sale of association owned units;
5. All financial operations of the Association in cooperation with the in-house Accountant/Bookkeeper and Board Treasurer; and
6. Communicate with the BOD on a regular basis.
7. Participate on the association board as an ex-officio, non-voting member

General Fields of Responsibility

• Operations management
• Financial management
• Project management
• Conflict management
• Communication management (BOD, owners, staff, attorney, CPA, etc.)

Essential Functions:

1. Knowledge of the Law and Board Guidance
2. Maintain strong knowledge of Florida’s Condominium Statutes;
3. Participate in all continuing education requested by the BOD and as required to maintain CAM;
4. Have in-depth knowledge of the condominium documents (Declaration, By-laws, Rules and Regulations); and
5. Ensure that the Association is operating within the guidelines of the Florida Statutes and the condominium documents at all times.

 Performance Reviews:

1. Communicate weekly with the Board President and bi-monthly with the entire Board to provide updates on current projects until completion;
2. Meet quarterly with the BOD to discuss performance and improvement opportunities; and
3. Meet annually with Board President &/or the Executive Committee to discuss budget, year-end performances and compensation increases.

 Record Maintenance:

1. Keep track and inform the BOD of relevant Association dates including contract expirations, insurance maturities, CD maturities, tax and annual report filing due dates and any other information deemed relevant by the BOD in cooperation with the in-house accountant & Board Treasurer
2. Maintain a property maintenance log;
3. Maintain a violation log;
4. Maintain an employee attendance log and other relevant payroll information; resort manager to notify an executive officer of the BOD when they are going to be absent of late. A vacation request notice form must be turned into an executive officer of the BOD thirty (30) days in advance.
5. Maintain an owner database to include all relevant information including electronic communication consent forms. Consistently work to ensure all information is accurate and contact information is available for every owner;
6. Maintain organized vendor and unit files;
7. Ensure that all of the official records of the Association are maintained in accordance with Florida Statutes. Provide official records to unit owners upon request; and
8. Maintain the Association’s website to include all relevant property information for owners.

Finances in cooperation with the in-house accountant:

1. Provide the BOD monthly financial statements. Items to be included will be decided by the BOD;
2. Take checks to the Association’s bank as necessary;
3. Compile the Association’s invoices weekly to be approved by the President and/or Treasurer of the BOD and to follow guidelines set by the BOD;
4. Cut checks weekly (does the in-house Accountant/Bookkeeper do this already?) to be signed by the Resort Manager and the Treasurer of the BOD;
5. Maintain appropriate reserve balances in the Association’s accounts and make recommendations regarding reserve investments
6. Prepare the annual budget for the Association in accordance with Florida Statutes;
7. Provide financial statements to the unit owners as required by Florida Statutes.

Meetings:

1. Post meeting agendas prepared by the Secretary and approved by the President of the BOD for each BOD meeting according to Florida Statutes;
2. Attend all meetings of the BOD and prepare the meeting location appropriately including Zoom type meeting arrangements;
3. Prepare packets for each BOD meeting. Items to be included will be approved by the BOD President and sent to all Board members for review prior to meetings Packets to be to the Board Members no later than 5 days prior to the meeting (per the By-Laws);
4. Provide a Management Report at each BOD meeting on open projects, contracts coming up for renewal and any other pertinent information that should come before the Board; and
5. Prepare all required communications and proxies for owners, and obtain BOD approval as required by Florida Statutes.

Unit Owner Delinquencies:

1. Send out delinquency and pre-lien letters as necessary;
2. Contact delinquent owners to discuss options, including payment plans;
3. Advise BOD on next steps for delinquent units;
4. Fulfill estoppels requests and provide accurate delinquent amounts to the Association’s attorney;
5. Maintain a log of delinquent units including owner’s name, amount owed, status of bank foreclosure and recommendations on next steps; and
6. Provide updates to the BOD on a monthly basis.

After-Hours Emergencies:

1. Answer all after-hour emergency calls promptly or ensure that this responsibility is delegated appropriately to resort staff.

Property Issues / Projects / Contracts

1. Conduct daily property walks and address any noted issues;
2. Complete thorough weekly property walks through units and maintain a list of items which need improvement and forward to the BOD for review;
3. Ensure all contracts are being fulfilled;
4. Collect bids for property vendor contracts and projects as directed by the BOD. Meet with each vendor in person and discuss all relevant aspects of the contract/project before providing bids to the BOD;
5. Take the lead on all property projects & delegate where appropriate and provide routine updates to the BOD; and
6. Effectively communicate key issues to the BOD and contact the appropriate Board member when issues arise

Owners

1. Handle all owner issues within the guidelines of the various property policies, the Association documents and the Florida Statutes;
2. Ensure all owners are informed of key property events and that communications are timely, thorough, proof read, and utilize a format approved by the BOD Secretary;
3. Ensure all Association policies are being followed;
4. Enforce fines for those owners in violation of Association rules;
5. Post on the website newsletters to owners monthly or as directed by the BOD; and
6. Maintain working keys for entry into each unit.
7. Make all efforts to meet owner’s requests and maintain a professional relationship with owners at all times.

Association Office

1. Maintain consistent business hours as directed by the BOD;
2. Greet all visitors to the Association Office during business hours and address their concerns/needs in a professional relationship within the guidelines of the Association policies, the condominium and Florida Statutes;
3. Maintain all areas of the Association Office in a neat and organized fashion;
4. Ensure there are sufficient office supplies (paper, ink, etc.) on hand at all times, and
5. Ensure the Association Office is locked / secured prior to leaving daily.

Details of supervision of MTR departments & staff (hiring, termination, reviews, etc.)

Review all hiring, termination and discipline with the Board President.

Contact:
Bob Ritger, Board Member (Lead on hiring committee)
Email: onaritger@charter.net
Phone: 608-780-6789