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.

Mahogany Homeowners Association

Open Positions

Office Operations Manager