Hawaiiana Management Company INTRODUCTION The Management Executive, ME, is the management company s representative in carrying out the terms of the company property management and agency agreement with clients which include: residential condominium, cooperative and home owner associations, commercial accounts, etc. A ME has primary responsibility for all financial, administrative and operational matters involving assigned clients. A thorough sense of courteous service, responsiveness, and professionalism toward clients and all other persons is required. Duties include but are not limited to the following. BOARD MEETINGS The ME coordinates and attends all regular and special meetings of the Board of Directors. Such coordination involves working with the Administrative Assistant in the preparation and dissemination of: meeting notices, agendas, minutes, financial statements, proposals, correspondence to the Board, etc. The notice, agenda, and backup materials should be mailed to the Board approximately one week before the meeting. Some basic knowledge of parliamentary procedure is required. After each meeting, the ME will produce an action item to do checklist of tasks to be accomplished, indicating who is responsible and by when, and will report to the Board as needed on the progress of completion of these items. ASSOCIATION MEETINGS The ME coordinates the annual and special meetings of the owners association. Knowledge of the Bylaws, state law and other documents related to these meetings is vital. Coordination involves reviewing the preparation and distribution of notices, agendas, proxies, audit reports, insurance summaries, meeting rules, etc. The ME will: advise the Board of the circumstances where the services of an attorney, professional parliamentarian, or other expert 1
may be needed at the meeting; will help insure the selection, acquisition and preparation of the site for the meeting as much as one year in advance; and will make sure the annual financial audit is performed and a report is prepared by a Certified Public Accountant selected by the Board, and association if required by its Bylaws. FINANCIAL MATTERS The ME oversees disbursement of Association funds as directed by the Board of Directors, which includes paying invoices, and works with the Project Accountant to provide a monthly financial statement and analysis which includes: income, expenses, variance report, reserves money investment, the operating account bank statement with reconciliation, a general ledger and a delinquency report. The ME assists the Board in the preparation of an annual budget and a reserve plan, with an eye towards legal and long term funding requirements, and the dissemination of these documents to the owners. The ME assists the Board in monitoring account balances and investment options and passes on any direction for investment from the Board to the company s Cash Management Department and or other agent/s the Board may choose. The ME oversees at the direction of the Board the delinquency reporting and collection system and refers accounts to association legal counsel or collection agents as need be. EMPLOYEE SUPERVISION The ME assists the Board as requested in the advertising for, recruitment of, and interview process of the association s Site/General/Resident Manager and occasionally other employees. At the direction of the Board of Directors, the ME supervises the Manager in the performance of his/her job duties and responsibilities to the Association and assists the Board in monitoring and evaluating the Manager including checking timesheets and reconciling petty cash. The ME alerts the Board to basic Human Resources, Payroll and Benefits policies and practices and seeks counsel from these departments at the company to assist the Board, and coordinates with company Human Resources official in advising on employment related matters. PROPERTY INSPECTION The ME performs inspections of Association building structure(s) and grounds and for violations 2
as required by the management agreement, Board request and necessity and provides reports of findings to the Board. COMMUNICATION & CORRESPONDENCE The ME answers and sends letters, faxes, email and newsletters to owners, tenants, agents, vendors and others as directed by the Board. The ME must also answer and return phone calls, usually the same day or within a maximum of 24 hours. BUILDING MAINTENANCE The ME assists the Board and Manager in insuring that the property is properly maintained in accordance with laws, documents, and good practice. The ME advises the Manager in the scheduling of work and notification of residents. CONTRACTORS/VENDORS To accomplish good maintenance, the ME assists the Board to locate competent, licensed contractors, helps check their references and credentials, licensing, and insurance-and makes sure they provide proof of same, with the association and Hawaiiana Management Company as additional insured. SPECIFICATIONS AND CONTRACTS The ME assists in planning projects, contract negotiation, and supervision of maintenance, alteration and modernization programs, but does not produce specifications, nor accept or sign proposals or contracts. The ME helps the Board to insure that all ongoing contract matters are well administered and advises the Board with respect to its options regarding impending contract expirations. The ME also advises the Board when the use of architects, engineers, consultants, attorneys, or other experts may be of use to them in creating specifications, requests for proposals, contracts, and construction supervision. COMPLIANCE WITH LAW The ME advises the Board on compliance with applicable federal, state and municipal laws, 3
regulations, ordinances and documents and important changes that have or may occur. The ME coordinates at the Board s direction with Association, or other, legal counsel to assist the Board. PROJECT DOCUMENTS It is the responsibility of the ME to be thoroughly familiar with the property documents and to keep the Board advised of its authority and responsibility under those documents. As requirements change, the ME assists the Board in revising the documents, with owners approval as needed, and referring to association legal counsel for review and recordation as need be. The ME also assists the Board to insure that all relevant project data can be made available to owners, realtors, escrow companies, insurance agents, etc to facilitate the transfer of interest and proper handling of client properties. INSURANCE AND RISK MANAGEMENT The ME assists the Board to make sure that all lines of adequate insurance coverage are secured by agent/carrier selected by Board of Directors and that they stay in force and are renewed yearly. The policies should show Hawaiiana Management Company as additional insured to protect the association from claims. The ME will help the Board insure that all policies in force are in accordance with all applicable federal, state and municipal statutes, labor laws, and the governing documents of the Association. The ME will inform the Board that the Association may require condo owners to have mandatory home owners insurance and will help the Board implement this if the owners approve at an annual meeting or by special written ballot. The ME will assist the Board and Manager in assessing areas of risk and how they can be managed and minimized. QUALIFICATIONS To perform the job of ME successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 4
EDUCATION and/or EXPERIENCE Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience. COMPUTER SKILLS A working knowledge of Microsoft Word, Excel and Outlook and must have the ability to create spreadsheets and other business documents to produce reports for Boards. LANGUAGE SKILLS The ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; an ability to write reports, business correspondence, and procedure manuals with proper spelling, grammar and sentence structure; the ability to effectively communicate orally, present information effectively and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to solve practical problems and use good judgment and common sense in dealing with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. CERTIFICATES, LICENSES, REGISTRATIONS While performing the duties of this job, the employee is required to make site visits involving use of the employee's personal automobile. The employee must have a valid Hawaii driver s license and valid no-fault insurance coverage on his/her vehicle. The expectation is that the 5
person will continue their education to assist them in being a well prepared member of the industry. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, stand, walk extensively, talk and hear. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and depth perception. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. WHAT A MANAGEMENT EXECUTIVE SHOULD NOT DO Of equal importance to the job description and requirements is what a ME should not do. MEs must at all times recognize the limits of their capabilities and authority. They are not to provide specifications for contracts, nor are they to accept on their own authority proposals for work or sign contracts. They are not to unilaterally negotiate contracts without Board involvement. They are not to give legal or tax advice or interpret the law. MEs are not to permit or overlook bad decisions by Boards of Directors in areas of personnel administration, the law or other administrative areas if such decisions will generate unnecessary liability exposure for either the association or for the company. MEs must always insist that the Board of Directors act in full compliance with federal, state and city statutes, and the 6
governing documents of the association, as amended. The ME will perform to the limits of the Management Agreement, and shall not incur additional responsibilities without additional remuneration to the Managing Agent nor shall they exceed the requirements of the agreement in any measureable way. This excessive work, though well meaning, may create unnecessary risk, create unmet expectation, and may harm the over all work product of the ME for the project in question and all other projects that they manage. IN SUMMARY A Management Executive is a professional manager who represents the company and works for the client. He or she needs a wide ranging set of skills and abilities, many of which are outlined in this document, to be successful. A positive, enthusiastic outlook, the ability to deal with adversity, multitask, plan and organize, follow through, use good customer service skills and have the ability to follow up and follow through are also keys to success. 7