The Building Superintendent reports to the President of the Board and manages all aspects of the administration, maintenance and repair the common property of the Association. The Building Superintendent works closely with the President of the Board, Treasurer of the Association, Board Members, Committee Chairs, and all Residents with a focus on tenant service. All employees of the Association report to the Building Superintendent.
Specific Responsibilities
I. ADMINISTRATION
1. FINANCE
1. Oversees the preparation and implementation of the Association’s annual budget. With Board approval, implements the maintenance budgets (both capital and maintenance). Forecasts funding required for staffing, equipment, materials and supplies.
2. Provides guidance and recommendations to the Board and to the House Committee on management issues and long term preventive maintenance plans, including prioritization and estimated monetary reserves.
3. Oversees all financial and bookkeeping for the Association including the preparation of monthly invoices; management of all accounts payable and accounts receivable and balancing all financial accounts including bank deposits, payroll, and payroll taxes. Prepares monthly financial statements for the Treasurer’s report to the Board and coordinates with the outside accounting firm to ensure that all taxes are handled appropriately. Maintains all Association financial records.
2. RESIDENTS
1. Develops and maintains strong relations with unit owners: listens carefully to resident’s concerns and questions, and proactively responds to and resolves problems.
2. Distributes and reviews the Resident Handbook with new residents. Ensures that the Associations By-Laws are understood, and as necessary, reminds residents of specific policies and regulations. Ensures that residents understand all fire and emergency protocols.
3. Review all proposed remodeling and architectural modifications within individual suites to ensure that proposals are within construction guidelines documented in the Resident Handbook. Ensure that proposals requiring architectural and/or construction permits are obtained and, where required, that plans are approved by a state-registered professional engineer. Work with owner to ensure that unit renovations and contractors work conforms to the Association by- laws.
4. Make sure the owners and contractors understand the hours when construction can take place and that the appropriate measures are taken to protect Association property - e.g. elevator cabs and hallway carpeting. Conduct daily on- site visits to suites under construction, report variances to the Chair of the House Committee.
5. Coordinate residents’ moves in and out of building.
6. Responsible for resident communications: Drafts resident memorandums, Board meeting minutes, financial reports, and other important documents. Assists Committee Chairs by scheduling meetings, taking minutes, conducting research, and/ or gathering other needed information.
7. Respond to resident’s questions concerning operating fees, assessment history, and related questions. Supplies relevant information to lenders and title companies, such as master insurance policies, current operating fees, and assessments. Conducts periodic comparisons with other condominium properties in the area.
8. Oversees and provides support in the marketing of resident’s units. Works with the Board to develop marketing materials that promote the property. Facilitates the production of a quarterly Resident Newsletter including editing, layout and distribution.
9. Oversees the scheduling of certain resident services with external providers, such as window washers. Takes reservations for party rooms and picnic area.
3. STAFF MANAGEMENT
1. Sets and maintains a high standard of staff performance necessary for the efficient and professional operations of the building.
2. Responsible for hiring recommendations, training, motivating, disciplinary actions, and terminating recommendations of employees. This includes developing help wanted ads, interviewing, checking references, background investigations, and conducting annual performance reviews. As required, consults with others (such as the Chair of the House Committee and the Association Attorney). Recommend wage adjustments.
3. Maintains the personnel records so that they are complete, accurate, and in good order. Track all employee vacation time and absences.
4. Administer the employee benefit programs. Conduct periodical salary surveys, and comparative benefit shopping to ensure that compensation and benefits are competitive with other like housing associations in Northern Ohio area.
5. Maintains safe working conditions and practices. Trains employees in proper and safe work practices. Ensures compliance with OSHA guidelines. Ensures that workshops, machine rooms, boiler plant and supply rooms, employee lounge, and all other maintenance-related rooms and hallways are kept clean at all times.
6. Develops, implements, and maintains written maintenance policies and procedures, Safety policies and procedures such as fire and rescue. Ensures that the staff is fully trained in the operations of the building.
7. Develops daily, weekly, monthly and quarterly work schedules, and communicates responsibilities to staff members.
8. Develops job-related knowledge and skills. Participates in continuing educational opportunities for professional growth and development.
II. MAINTENANCE AND REPAIR
1. Carries out continuous assessment of facilities and identifies needed improvements and repairs.
2. Provides for 24/7 coverage for boiler plant, HVAC systems, and other critical mechanical, electrical and plumbing equipment.
3. Schedules and manages required major equipment purchases, remodeling, and special projects, as assigned.
4. Directs the daily maintenance of common areas and grounds, including the common areas within units, such as convectors, air supply and exhaust vents, and oversees unit maintenance for normal and customary items. Sees to it that common areas of the building are clean at all times, and the maintenance staff is thoroughly trained in correct cleaning methods.
5. Negotiates all building contracts and reviews contractor/suppliers’ invoices for accuracy. Collect Certificate of Liability Insurance. Works with outside contractors and vendors, planning and supervising, as needed. Assures that outside services are properly executed and in accordance with contracts.
6. Maintains the archives of past maintenance projects, engineering studies, bids and other maintenance related documentation. Stores the original copies of service agreements, maintains the calendar of contract renewal dates, and reminds the appropriate Committee Chairs when agreements are scheduled for review and renewal.
7. Ensure that in-suite resident maintenance work orders are prioritized and carried out in a timely fashion. Keep residents informed of schedules and ongoing work.
III. OTHER
1. Maintains communication with One Bratenahl Place’s Property Manager. Coordinates issues of common interest with Building One, including security, grounds keeping, pool, tennis courts, outdoor lighting, driveways, and walkways.
2. Assists the President in planning of board meetings and Association’s annual meeting. Prepares and distributes notices and proxies and all other reports and information needed for annual meeting.
3. Performs other duties as specified by the President of the Board.
KNOWLEDGE, SKILLS and PERSONAL CHARACTERISTICS
To apply, send your resume and cover letter addressed to the President of the Board to 2bratenahl@roadrunner.com
