The posting
Job Summary
The Village Manager is responsible for the overall management and day-to-day operations of the village, ensuring that facilities, common areas, security, safety, administrative services, and community services are properly maintained and managed. The role serves as the primary liaison among the Homeowners Association (HOA), Board of Directors/Trustees, homeowners/residents, service providers, contractors, and other stakeholders, ensuring that operational concerns are promptly addressed and that the village is managed in accordance with approved policies, budgets, community rules, and applicable regulatory requirements.
Duties and Responsibilities
Duties and Responsibilities
1. Village Operations and Administration
- Oversee the overall day-to-day operations of the village.
- Ensure proper implementation of HOA policies, house rules, Board directives, and approved operational procedures.
- Monitor the condition, cleanliness, orderliness, and functionality of common areas and village facilities.
- Conduct regular site inspections and ensure identified concerns are properly documented, assigned, and closed out.
- Maintain complete and updated operational records, reports, permits, contracts, and other required documentation.
2. Facilities and Maintenance Management
- Ensure timely preventive and corrective maintenance of village facilities and equipment.
- Monitor equipment performance, maintenance schedules, utilities, and recurring technical concerns.
- Coordinate repairs, improvement works, and capital expenditure projects.
- Ensure contractors comply with approved scope, safety requirements, timelines, and quality standards.
- Escalate significant technical issues and recommend appropriate corrective measures.
3. Security, Safety and Emergency Preparedness
- Oversee the performance of the security service provider and ensure proper implementation of access control and security protocols.
- Monitor security incidents and ensure timely investigation, documentation, reporting, and corrective action.
- Ensure emergency preparedness plans, drills, and safety programs are implemented.
- Coordinate with appropriate authorities and emergency responders when necessary.
4. Homeowner and Resident Relations
- Address homeowner and resident concerns in a professional, timely, and consistent manner.
- Ensure proper enforcement of village rules while maintaining good community relations.
- Facilitate proper communication of advisories, circulars, policies, projects, and community updates.
- Manage escalated concerns and recommend appropriate solutions to Management or the Board when required.
5. Service Provider and Contractor Management
- Monitor service provider performance against agreed scope, service levels, and contract requirements.
- Conduct regular performance evaluations and discuss ratings and identified areas for improvement with the respective service providers.
- Require and monitor corrective action plans for recurring deficiencies or unsatisfactory performance.
- Validate manpower deployment, attendance, service delivery, and other contractual requirements.
6. Financial and Budget Management
- Assist in the preparation and monitoring of the annual operating and capital expenditure budgets.
- Monitor actual expenses against the approved budget and identify significant variances.
- Implement appropriate cost-control measures without compromising required service standards.
- Review operational requirements, purchase requests, quotations, and supporting documents in accordance with established approval processes.
- Monitor utilities and other major operating expenses and recommend opportunities for savings or efficiency improvement.
7. Board and Management Reporting
- Prepare accurate and timely operational, financial, project, incident, and management reports.
- Present significant operational concerns, accomplishments, risks, and recommendations to Management and the Board.
- Monitor Board directives and ensure that approved action items are properly implemented and tracked to completion.
8. Compliance and Governance
- Ensure that operations comply with applicable government requirements, permits, safety standards, and HOA policies.
- Coordinate required regulatory submissions, inspections, permits, and renewals.
- Maintain proper documentation and records to support audits and compliance reviews.
9. Team Management
- Lead, supervise, and provide direction to the village management team.
- Set clear responsibilities, priorities, and performance expectations.
- Conduct regular coordination meetings and follow through on agreed action items.
- Promote professionalism, accountability, teamwork, responsiveness, and strong customer service.
Technical Competencies and Skills
Property/Village Operations Management, Facilities and Preventive Maintenance Management, Vendor and Service Provider Management, Budget Preparation and Expense Monitoring, Regulatory and Compliance Management, Customer and homeowner relations, Strong written and verbal communication skills, Proficiency in Microsoft Office applications
Education, Trainings and Licenses Required
Bachelor’s degree in Business Administration Property Management Engineering or a related field, Preferably with relevant experience in village residential property, Property and Facilities Management, Customer Service and Conflict Management, Project and Contractor Management
