Job Description

Company: Mahogany Homeowners Association

Job Title: Office Operations Manager


Position Status: Full time


Location: Mahogany Beach Club



The Office Operations Manager under the direction of the General Manager, will primarily be responsible to ensure the efficient operations of all administration services related to the MHOA. This includes member services, communications, human resources, security, volunteering, financial and accounting operations.



The Office Operations Manager will oversee the MHOA office and be responsible to coordinate MHOA administration operations and activities by scheduling work assignments, setting priorities, and delegating work accordingly to ensure excellent membership service delivery. This position will determine staffing requirements for administration and seasonal areas. The role will also evaluate polices and procedures and provide recommendations for changes to improve efficiency. The Office Operations Manager must possess the ability to identify measures of performance and actions needed to improve or correct performance and the ability to initiate a model of positive change.

Competencies

Excellent communication & interpersonal skills Driven and self-motivated Exceptional organization and planning skills Ability to multi-task and focus in a busy environment Close attention to detail and the ability to plan ahead Ability wot work under pressure Be able to be fluid and have the ability to change and adapt to meet needs of the current environment Exceptional inter personal skills including excellent writing and verbal communication skills A positive attitude and approachability a requirement Accountability for the administration operations Coaching team to bring out the best in each employee and promote their needs Collaborative approach to the job Make decisions in the best interest of the organization Economical Leadership over department and display exceptional leadership skills towards the entire team/ Managing performance Professionalism Good time management skills and planning

Key Responsibilities:

Coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly. Determine staffing requirements for administration, security and other areas of the organization, and oversee the hiring of staff. Finalize payroll for sign off. Evaluate policies and procedures and provide recommendations for changes to improve efficiency Evaluate employee performance and provide feedback, coaching, and formal evaluations Prepare and present proposals relating to departmental budgets, resource allocation, and work processes. Create and implement measurable key performance indicators, for areas you are responsible for. Conduct monthly reporting Oversee the management of all volunteers including recruitment and the volunteer data base. Work with other management on volunteer requirements for events and other programing Develop a budget and assess available resources for the volunteer program activities Research and draft volunteer policies and procedures, including risk and compliance assessments Work with a nominated volunteer coordinator to develop and implement effective strategies to recruit volunteers with the right skills at the right time to match the interest of the organization Ensure that all employees comply with company policies, procedures, and ethical standards Oversee the operations and management of the MHOA"S data base and access systems. Analyze departmental operations and identify areas requiring improvement Promote and provision of exceptional customer service to membership Plan promote and implement the encumbrance season process. Seek out grant opportunities, write grant applications and manage successful grant contracts Work with builders to create a relationship can communication of onboarding new residents and homeowners Progressive look at procedural operations within the MHOA and create more efficient effective ways for service delivery. Develop an annual project plan and manage these projects Ensure employees have clear goals and are aware of expectations Ensure that employees adhere to all health and safety regulations Handle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigations Maintain shift schedules to ensure sufficient employee coverage Oversee project management to ensure effective milestone planning and timely completion of deliverables Plan and conduct meetings with employees to communicate team targets, goals, and projects are inline with the overall operations of the organization. Plan the department's workload and flow Provide informal feedback and coaching to staff on an ongoing basis Translate strategic goals into practical actions

Requirements:

Degree or education in recreation, business administration management or related Ability to identify measures of performance and actions needed to improve or correct performance Ability to initiate and model positive change Ability to plan, organize, develop, implement, and interpret goals, objectives, and policies Command good knowledge of operating in a non-profit or volunteer-related organization desirably as a manager with exceptional leadership, computer, and communication skills, which will be useful for managing the volunteer staff and volunteer resources to meet the organization's set goals or objective. Certifications or licences appropriate to industry Demonstrated project management skills Effective leadership skills, with a strong focus on mentoring and motivation of employees Experience with coaching and employee development Five years of experience in a management role Degree or an advanced degree in business administration, management, or a related field Three years of experience in a management role and five years of experience in a related industry Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items Ability to delegate, set expectations, and monitor progress of all direct reports Ability to identify issues and implement creative and strategic solutions to overcome problems Ability to remain calm and poised in urgent situations

Working Conditions:

Operation of desk top computer and peripherals Extended periods of sitting Interaction with employees, management and the public at large Working and a busy office environment with frequent interruptions Weekend work and varied schedule Flexible hours including nights, weekends and holidays Occasional overtime Will be required to complete a venerable sector police check. * Ability to lift 50 lbs. on occasions.