Operations Manager (Assistant CAM)

Description

Join a dynamic team at Emerald Island Resort, one of Central Florida’s premier resort-style communities! Our team is dedicated to maintaining excellence, enhancing guest experiences, and ensuring smooth operations in a vibrant short-term rental environment. If you are a proactive, detail-oriented leader with a passion for community management and exceptional service, we invite you to be part of a great team and help shape the future of our resort.

Primary Responsibilities:

1. Oversight of Key Operational Services:

• Manage and oversee the performance of Landscaping, Security, Valet Trash Services, Waste Management and Tiki Bar operations.
• Conduct weekly landscaping inspections to ensure vendor compliance and uphold community standards.
• Supervise the daily activities of the Office Administrator, Concierge Team (five or more staff members), and two Maintenance Team members.
• Ensure contracted vendors deliver high-quality, timely services aligned with the community’s expectations.
• Oversee Tiki Bar operations, including:
  • Cash management, daily deposit counts, safe access, and timely bank deposits.
  • Inventory control and efficient product ordering to maintain stock levels.
  • Completing ServSafe Certification to ensure compliance with safety regulations.
  • Developing and implementing Standard Operating Procedures (SOPs) for accountability and consistency across departments.

2. Community Operations Management:

• Oversee daily operational responsibilities of the HOA, with a focus on short-term rental property dynamics.
• Conduct property inspections to identify and resolve maintenance, safety, and compliance issues.
• Manage leases for long-term rentals, ensuring proper documentation, compliance, and follow-up.
• Coordinate with vendors and contractors for maintenance, repairs, and common area improvements.
• Streamline short-term rental processes, including security protocols, amenity access, and parking procedures.

3. Committee Management:

• Manage and oversee the Design Review Committee (DRC) process, including application reviews, meeting scheduling, and notices.
• Facilitate DRC meetings, ensuring alignment with HOA guidelines.
• Support other resort committees, ensuring efficient scheduling, documentation, and follow-up on action items.

4. Staff Supervision and Development:

• Lead, train, and schedule the Office Administrator, Concierge Team, and Maintenance Team to ensure operational efficiency and excellent customer service.
• Implement and enforce SOPs to set clear expectations and accountability standards.
• Flexibly manage staff schedules, addressing weekend or after-hours needs as required.

5. Compliance and Risk Management:

• Ensure adherence to HOA governing documents, Florida statutes, and short-term rental regulations.
• Manage insurance policies, claims, and strategies for risk mitigation.
• Develop and implement protocols for violations, security concerns, and resident complaints.
• Obtain a Notary License to support office management, including document processing for homeowners.
• Be available 24/7 for after-hours emergencies to promptly address critical issues.

6. Financial and Vendor Management:

• Assist in managing budgets related to operational services and vendor contracts.
• Monitor vendor performance, ensuring cost-effective solutions and financial alignment.
• Oversee inventory management for the Tiki Bar and operational supplies, maintaining stock levels efficiently.

7. Resident and Guest Relations:

• Act as the primary liaison for residents, short-term rental guests, and property managers.
• Enhance the guest experience while upholding community standards.
• Send weekly reports to the Board of Directors for all three associations, summarizing:
  • Vendor performance and updates.
  • Operational issues, project progress, and timelines.
  • Compliance concerns, community feedback, and staff updates.

8. Community Event and Amenity Management:

• Oversee the operations of community amenities, including the clubhouse, pools, and recreational areas.
• Assist in planning and executing community events, ensuring vendor coordination and operational support.
• Monitor amenity usage to enforce HOA rules and address issues proactively.

9. Communication and Marketing:

• Create and di