AOAO BARCLAY
RESIDENT MANAGER DUTY GUIDE
The responsibility of the Resident Manager is to assure that the common areas of the property are well maintained and that the residents live on the property within the prescribed By-Laws and House Rules.
Although the role is a requisite 40 hours per week, the Resident Manager is expected to be on-call and available 7 days a week, 24 hours a day, for residential emergencies and other unexpected situations. For emergencies that present an immediate threat to personal health and safety, residents will call 911 first and follow up with the Resident Manager once the threat has passed.
SUPERVISOR RESPONSIBILITIES
Supervise and direct daily tasks of up to four (4) positions, including a groundskeeper and landscaping workers, to oversee routine repairs, maintenance of the grounds, and daily cleaning of the common areas.
Communicate effectively and professionally to promote a safe and secure work environment for staff and contractors.
Provide annual performance evaluations and constructive feedback for all supervised positions.
Annual evaluations will be filed with the management company and placed in employee files.
MAINTENANCE OF COMMON AREAS
Inspect all areas weekly to ensure the cleanliness and order of the property and to assure proper maintenance so that minor problems do not become major ones.
Including notifying the AOAO Barclay Board and Managing Agent of any unsafe condition(s) and following up within three (3) business days
Manage and ensure that services provided under all project contracts, e.g. refuse collection, landscape maintenance and other vendors, etc., are performed satisfactorily.
Act as the contact between the AOAO Barclay Board and Managing Agent with employees, contractors and vendors.
Ensure all contractors used on property are licensed and adhere to basic OSHA rules and regulations to protect the health and safety of residents and personnel.
Supervise and/or assist other employees with the maintenance and upkeep of the property to maintain property value and an attractive presence within Mililani Town; including minor repairs and improvements within common areas when needed.
Monitor and ensure the landscape and/or maintenance crew and/or contractor is fertilizing the complex quarterly, four times a year.
Monitor the proper use, storage and upkeep of all equipment and supplies that belong to the AOAO Barclay Property
Maintain the Resident Manager’s apartment in a clean and proper condition.
Any costs associated with damage or repairs not considered normal wear and tear will be the responsibility of the resident manager.
EMERGENCIES
In case of an emergency, where a person with proper authority is not available for consultation, the Resident Manager has the authority and the responsibility to take any action deemed reasonable to protect and preserve life and property; such action hall be documents on an Incident Report and reported as quickly as possible to the Property Manager and to the President of the Board of Directors.
The Resident Manager will check out all reports of fire, water leaks and electrical problems and take necessary action and offer all possible assistance.
In case of FIRE, call the Fire Department, sound the building alarm and assist in evacuating any Residents who may need special assistance. Whenever possible, try to control/contain the fire with existing firefighting equipment until the Fire Department arrives.
Fire Alarm System: - turn off the main switch; find tripped alarm.
flip up toggle switch and push plate back flush with the wall using a small screwdriver.
turn on main switch and reset the time button.
In case of WATER LEAKAGE, take immediate action to locate and stop the leak or shut off water. Enter Unit when necessary and take necessary measures to minimize damage; notify Units adjacent and directly below. Call water extractor, if necessary. (Turning the water back on shall be performed only by qualified, trained persons or by a professional plumber to avoid breaking pipes in common areas.)
In all emergencies, the first priority is the protection of life and property, in that order.
MAINTENANCE OF SOCIAL ORDER
Enforce all By-Laws and House Rules where necessary by issuing citations for House Rules Violations; including notifying the Board on duty to verify the problem.
When necessary, file copies of citations with the Managing Agent who will follow up with official notification to the homeowner/resident.
Investigate tenant disturbances, violations, and/or complaints, and resolve problems in accordance with regulations established by Hawaii State Law, Honolulu City and County Regulations, and the By-laws and House rules of the AOAO Barclay.
Submit unusual Incident Reports to Management Executive and to the AOAO Barclay Board on all cases involving personal injury, loss or damage to property or other unusual activity.
Submit a written Resident Manager’s Report to the AOAO Barclay Board documenting all warnings, citations,
Assist residents with problems pertaining to their residency as appropriate.
Manage bulky trash items and schedule monthly pickup.
Monitor activities on the premises to maintain security.
Perform weekly complex walkthroughs checking for termites, external damage to units, and the general appearance of common areas and the property as a whole (e.g., lighting at night, sidewalks, steps, etc.)
Monitor parking throughout the complex to ensure vehicles are parked correctly in authorized stalls and that guest parking does not exceed the permitted time limit.
Maintain the website (e.g. respond to messages submitted within 24 hours, upload maintenance requests, add project timelines and other events to the calendar, etc.)
Review and approve permits and requests made by homeowners/residents (e.g., yard sales, large events, guest parking, bulk trash pick-up, etc.)
MAINTENANCE OF RECORDS AND REPORTS
Organize all records kept in the Manager’s office in a neat and easily understood manner.
Prepare daily activity reports and submit monthly reports and expenses to the AOAO Board and Managing Agency
Submit reports as required by the Managing Agent
Annual review of records kept will be conducted by the Managing Agent
Maintain a daily log on Resident Manager’s activities including hours of work, incoming emails/calls/texts and resolutions, and any 911 calls.
Collect and maintain an emergency data card file for each current resident.
Prepare a written monthly Resident Manager's report for the AOAO Board of Directors
This report should contain a section of complaints/incidents, problem areas, possible problem areas and any recommendations, updates on current and future projects, and a log of employee work hours for the previous month and upcoming month. The Report will be submitted to the Managing Agent one week in advance of the Board meeting.
Assist AOAO Barclay Board committee members in the preparation and disbursement of the bi-monthly newsletter issued to residents concerning any reminders, upcoming maintenance or maintenance in progress, and also any events of significance.
Maintain an inventory log with other employees of all equipment belonging to AOAO Barclay that includes date of purchase, repair record, and the date the item was taken out of service and how it was disposed of
Review time sheets submitted by each employee (if any) for proper execution and signatures; approve and submit to the Managing Agent in accordance with the published schedule.
Maintain documents on-site and available to all homeowners: 1) current budget; 2) monthly minutes; 3) financial reports; 4) Declaration with all amendments; 5) By-Laws with all amendments; and 6) current House Rules.
These documents shall not be “loaned” to homeowners. Copies are available from the Managing Agent upon payment of administering and copying fees. Requests to see documents not listed here shall be referred to the Managing Agent.
Maintain contact with insurance carrier(s), fire, police, license and permits and other agencies that have jurisdiction over Barclay to ensure the AOAO is in compliance with the laws, codes and regulations of each agency.
Research, evaluate, and share various companies' contracts/bids with the AOAO Barclay Board for each large project needed for maintenance purposes.
Participate in regularly scheduled AOAO Board meetings.