Concord Station Clubhouse Manager:
1. Take ownership in your position and be proactive, self-driven, anticipate needs, and foster a positive working environment.
2. Be available to any Board member for open and direct communication regarding any questions they may have.
3. Develop and implement, to the reasonable satisfaction of the District, a facility maintenance plan setting forth a policy for the provision of the maintenance services including a timetable for providing those services on a regular basis.
4. Develop and implement, to the reasonable satisfaction of the District, an Emergency Action Plan setting forth a policy for the Amenity Facilities designed to protect staff and Patrons from serious injury, property loss, or loss of life, in the event of an actual or potential major disaster, which may include, but not be limited to, any of the following: fire, hurricane, or other hazardous event.
5. Create a document that describes the process and procedures for the District’s operations and continually keep it updated, including, but not limited to all logins, passwords, contacts, and any other pertinent data.
6. General Duties:
a. Responsible for day-to-day operations, budgeting, and managing vendor contracts relating to the Clubhouse and community assets; development of standard operation policies and procedures.
b. Oversee workplace operations to maintain and improve effectiveness and efficiency.
c. Display flexibility in handling after-hours emergency calls.
d. Manage the maintenance work assignments.
e. Prepare and oversee up-to-date policies for the Amenity Facilities and make suggestions for new or revised policies when appropriate.
f. Prepare monthly management reports for the Board and District Manager that summarize operations, programming, participation levels and any other areas pertinent to the operation of the Amenity Facilities.
g. Attend the once-a-month District’s meetings held in the evenings.
7. Obtaining Proposals and Vendor Supervision:
a. Obtain, analyze, and compare proposals. Review ratings and verify references.
b. Negotiate purchasing and potential bidding of contracted services.
c. Work with District Manager in oversight and supervision of subcontractors of all projects, and work with staff in prioritizing jobs.
d. Work with vendors to ensure quality service is provided to the community.
8. Residents and Guests:
a. Interaction with residents and guests on a day-to-day basis.
b. Respond to resident complaints and requests within 1 business day, and if possible, visit the site or location of the issue.
c. Notify residents of upcoming events, meetings, and general information.
d. Document all complaints, injuries, and maintenance issues in specified logs.
e. Manage the scheduling of rentals/reservations of amenities (residents, non-residents, organizations, instructors, etc…)
i.Ensure rental/reservation forms are properly completed
ii.Collect payments and security deposits and log all transactions so that the District Manager can properly account for them.
iii.Review and fill out check in/out documents.
iv.Manage the private events calendar for the Clubhouse.
9. Facilities and Common Areas:
a. Perform weekly inspections (based on anticipated service levels and needs as they may vary from time to time) of District property and maintenance responsibilities and provide monthly inspection reports with pictures, analysis, and recommendations. Report any irregularities to the District.
b. Ensure all door locks at the Clubhouse are in good operating condition.
c. Maintain an inventory of, and order and stock, when necessary, supplies and equipment for the operation of the Amenity Facilities.
d. Check US flags to ensure proper condition.
e. Ensure a high level of appearance of all indoor/outdoor spaces.
f. Respond to any necessary repairs and recommend to the District when repairs are needed.
g. Assist the District in procuring and maintaining all licenses and permits required for the Amenity Facilities use.
h. Remain aware of potential safety or security hazards within District property, communicate with the appropriate district personnel regarding possible corrective action to resolve a safety or security matter, and implement such action, when necessary, for the safety and security of the district.
i. Assess the condition of District property resulting from neglect, vandalism, depreciation and estimate the costs associated with its repair or replacement.
j. Promptly investigate and provide a written report as to all accidents or claims for damage relating to the Amenity Facilities, including any damage or destruction of the property.
i.Cooperate with and make any and all reports required by any insurance company or the District in connection therewith.
ii.Only file any claims with the District’s insurance company with the prior consent of the District.
10. Access, Security Systems, and Coordination with Law Enforcement:
a. Troubleshoot and resolve issues with access cards/fobs.
b. Manage the access system and security system and make any recommendations for repairs or improvements when needed.
c. Oversight of community security operations.
d. Collaborate with Deputies to ensure security issues are handled appropriately, to include responding to solicitor complaints within the District’s boundaries.
e. Administer the issuance of access cards/fobs
i.Add/edit/delete data relating to access cards/fobs for Clubhouse and access systems and District records.
ii.Troubleshoot and resolve issues with access cards/fobs.
iii.Issue access cards/fobs
f. Collaborate with law enforcement or security personnel to ensure security issues are handled appropriately.
11. Programming:
a. Schedule, coordinate, promote, and host community events.
12. Management and Financial Related Duties:
a. Track and code all debit and credit card expenditures.
b. Review all invoices before submitting for payment.
c. Maintain preventative maintenance records, inventories, purchases.
d. Implement a maintenance and replacement program for equipment.
e. Maintain and manage warranties, regular maintenance, and inspections for the facilities as needed (fire inspections, pest control, mechanical systems, security alarms).
f. Assist District Manager in preparing the annual budget.
g. Assist in the recommendation of capital improvement projects.
h. Recommend and implement (where applicable) on an ongoing basis, capital equipment replacements, additions, and operational improvements.
13. Staff Supervision and Oversight:
a. Manage the recruiting, hiring, training, vacation, payroll, disciplinary action plan, oversight, and evaluation of personnel necessary for the efficient operation of the Amenity Facilities.
b. Ensure that employees effectively troubleshoot and remediate any unpleasant resident experiences, including ensuring that employees make appropriate referrals as needed.
c. Establish appropriate intervention measures to be taken by employees in potentially hazardous situations.
d. Ensure that employees respond quickly and courteously to resident concerns, enlisting the assistance of management as needed.
e. Ensure that all staff know the appropriate person/agency to contact in the event of minor emergencies.
f. Ensure that staff are well-versed in the process of disaster preparedness, including hazardous weather.
g. Encourage suggestions from employees that may streamline processes in day-to-day operations and provide better customer service.
Job Type: Full-time
Pay: $75,000.00 – $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Shift:
- Day shift
Experience:
- Clubhouse Management: 5 years (Required)
Ability to Commute:
- Land O’ Lakes, FL 34638 (Required)
Ability to Relocate:
- Land O’ Lakes, FL 34638: Relocate before starting work (Preferred)
Work Location: In person