Reporting to the Heritage Ranch Board of Directors, recommends and participates with the Board in the formulation of policies of the Association's general plan, vision, mission, goals objectives and related policies. Within this framework, the General Manager must possess critical leadership skills and a comprehensive knowledge of Association governing documents, city, county, state, and federal laws, including the Davis Stirling Common Interest Development Act ("The Act") in order to effect compliance with these regulations. The General Manager must be skilled in public relations, contract negotiations and compliance, financial operations, equestrian center, marina activities, and have a facilities maintenance background. Prior lake management is preferred. The General Manager must be able to proactively raise the Association's visibility and profile while searching for and implementing services to build value for the community. Forward thinking, transparent, anticipatory of cause and effect, and successful execution of the job duties in an efficient, professional and ethical manner are required.
Knowledge and Experience
Ideal candidates should have at least 5+ years of large scale community association management (over 1,000 units), related industry experience as a senior manager, or a minimum 4-5 years of executive management with transferable skills (i.e. City Manager). Bachelor's degree and/or equivalent experience required. Advanced degree and/or Certified Community Association Manager ("CCAM"), and/or Professional Community Association Manager ("PCAM") certification(s) are preferred. Other acceptable designations include MCM, LSM, CMCA, AMS.
Scope of Responsibilities & Essential Job Functions
HR Leadership & Personnel Management
The GM is responsible for fostering a positive, safe, fair, hostility-free work environment for Heritage Ranch employees. The GM shall develop and support effective, successful teams, establish organizational strategy and execute tactical plans. This includes but is not limited to:
1. Responsible to prepare, implement and monitor an annual action plan and establish performance goals for the management and maintenance teams.
2. Prepare and present an annual team performance report for the Board of Directors reflecting comparative results and outcomes achieved.
3. Ensure that written personnel policies, well defined job descriptions, and an employee handbook, are in place and administered, with periodic review for compliance with legal requirements.
4. Supervise and conduct hiring termination (when necessary), training for new and existing association employees using approved personnel guidelines. Ensure compliance with IPP program as required by Cal OSHA. Communicate major personnel changes to the Board.
5. Review and approved weekly time records. Ensure personnel files are maintained for all employees, including payroll, vacation and sick leave records.
6. Prepare and revise as necessary a competitive salary and benefits packages to attract and retain competent Heritage Ranch employees that work within the Association's fiscal budget guidelines.
7. Staff Departments
· General Office: executive assistant, administrative assistants (2), bookkeeper (2), AEC compliance (1)
· Facilities / Maintenance / IT: Maintenance Manager & staff (3 f/t), pool (p/t, seasonal), equestrian (2 p/t), Coordinator of Invasive Mussel Program/IT/surveillance/gates & staff (1 f/t, 2-4 p/t & seasonal)
· Gate: Gate Manager (1), assistant manager (1) & staff (11 p/t)
· Patrol: Ranch Patrol Manager & staff (4 f/t & 1 p/t, code enforcement (1f/t)
· Third party service providers
Managerial Responsibilities & Leadership
The GM is responsible for all activities and operations of the Heritage Ranch conducting business in a professional and transparent manner, while maintaining the highest level of integrity.
1. Support the Heritage Ranch Board of Directors in all decisions and actions consistent with the policies, standards and requirements of the Association. Counsel, advise, and share expertise with the Board while serving as a professional adviser.
2. Participates with the Board of Directors in charting direction for the Association to meet the needs of its member owners. Responsible to the Board for leadership, direction and administration of Association activities and meeting established goals.
3. Keep the Board informed of progress on all projects. Build and maintain strong supplier and contractor relationships while maintaining timely oversite of work-in-progress.
4. Be results oriented, visionary and strategic thinker and a "roll up the sleeves" manager.
5. Maintain effective relationships with other organizations, both public and private, to ensure the position of Heritage Ranch and its members is enhanced in accordance with established policies and objectives.
6. Prepare agendas and attend monthly board and executive session meetings. As necessary, attend committee, ad hoc, task force meetings and be conversant with issues and their impact to Heritage Ranch. Committee meetings include but are not limited to Activities, Advisory, AEC, Emergency Services, Equestrian, Finance, Governing Documents, HR Marina, and Planning.
7. Attend meetings of agencies and interact with as necessary including City of Paso Robles, County of San Luis Obispo, etc.
8. Interact regularly with legal counsel as needed and monitor legal expenses. When necessary, engage necessary consultants and lobby activities for Heritage Ranch.
Community Relations & Maintenance Leadership
Using effective leadership and managerial skills, the GM shall maintain a professional and pleasant interpersonal relationship with all owners, vendor service providers, contractors, and fellow employees while fostering good will in a cooperative environment.
1. Build and maintain strong supplier and contractor relationships while maintaining timely oversite of work-in-progress.
2. As required, obtain necessary review from the Association attorney(ies) prior to submitting contracts to the board for approval by the Board of ectors.
3. Monitor contractor/vendor service provider compliance with all contractual obligations and risk management standards.
4. Submit to the Board a "report card" (frequency to be established by the Board) on the performance of each vendor under contract, entifying areas of needed improvement, suggested solutions for improvement and and estimated costs.
5. Assess worn or damaged Association property, gather data for estimates of repairs, and recommend a course of action to the Board.
6. Perform regular site inspections to assess the condition of common areas and performance of vendors and staff.
7. Review and inspect completed maintenance jobs for compliance to standards.
8. Inspect or investigate unsafe practices and conditions and recommend appropriate course of action.
9. Maintain good relations with the Paso Robles City Manager and City Council members. Relay requests for services relative to city-owned property that impact Heritage Ranch. Solicit and support from the City of Paso Robles and County of San Luis Obispo on land use issues that impact Heritage Ranch and its residents.
10. Media Relations in compliance with Board Directives.
11. Maintain current Depredation permits, become familiar with the Monterey County Water Resources Agency Standard Lease Agreement for Heritage Ranch, & Grazing License Agreement.
Accounting and Fiscal Management
The GM shall develop a fiscal plan and activities that meets the needs of the Association.Fiscal responsibilities, in conjunction with the Heritage Ranch Board and accounting personnel, include development and preparation of a realistic annual operating budget, detailed reserve study and management plan, strategic plan and other projections as necessary.
1. Responsible for ensuring timely, accurate and complete financial statements, accounting reports, services and programs are produced and reviewed.
2. Establish and monitor financial systems for internal controls and safeguard of assets. Assist with and support activities necessary for the external review (Audit/Review).
3. The GM shall establish both short term and long term financial goals and is responsible for overall fiscal viability of the organization by conforming to the annual budget, reserve study and other fiscal policies
4. Executes contracts and commitments as authorized by the Board.
Note:The GM may perform other duties as assigned or requested. The statements and areas of responsibility are intended to describe the general nature and level of work to be performed. They are not intended to be construed as an exhaustive list of all responsibilities, functions, duties, and/or skills required of the individual. The right to add or change the duties of the position at any time is retained by the Heritage Ranch Board of Directors.
Physical & Environmental Requirements
The physical demands described herein are representative of those that must be met by an employee to perform the functions of this job. Frequent stooping, walking, sitting, and reaching are required. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions of the job. The employee must have the:
· Ability to move 15 lbs. of force frequently and 20 lbs. of force occasionally
· Ability to effectively communicate in English (verbally & in writing)
· Ability to keyboard and work on the computer for extended periods of time
· Ability to operate necessary equipment & visually interpret data
An individual will be exposed to the following while performing the functions of this job:
· Inside environmental elements, walking inside buildings, and outside frequently. Repetitive movements of keyboarding.
· Inspection of common amenities and the property requiring walling and being outdoors.
The General Manager works in a well-lighted, clean environment. S/he constantly interacts with other people and may be required to handle several responsibilities at the same time. The position requires at least 40 hours per week of employment and occasionally up to 50 or more hours per week is required throughout the year during high activity times. The Association maintains a smoke-free environment in its offices.
This position is evaluated, in part, based on performance of the tasks listed in this job description. The employee will be evaluated at the end of the first six months of employment and then annually on the anniversary date of employment or date defined by the Heritage Ranch Board of Directors. Heritage Ranch has the right to revise this job description at any time. This description is not a contract for employment.
A competitive salary (Range $110,000 - $125,000) and benefit package are available.
Interested applicants should send a current resume and a cover letter with a statement of qualifications to the contact below (mailing address + e-mail ) no later than October 26, 2018 . All communications will be treated as Confidential. Heritage Ranch is an Equal Opportunity Employer.
Karen D. Conlon, MCAM
President & CEO
Sequoia Grove Consulting, Inc.
7 Ash Creek Lane
Laguna Hills, CA 92653