A Vice President is a high-level manager at a company of organization. Often reports to the President of the company or organization, and sometimes oversees the entirety of one division, department, or sector.
Perform diversified and specialized assignments involving office management, interacts with association members, and supervises maintenance technician and others as directed by the PPPOA Board President, Vice President and/or Office Liaison. Maintain a daily Plantation maintenance schedule. Provide appropriate recordkeeping available for Board review. Oversees contractors and others hired by the Association to perform on-site maintenance and related activities.
SPECIFIC RESPONSIBILITIES
1. Manages the day-to-day operation of the PPPOA implementing the procedures, policies, and practices as outlined in the Governing Documents, including all financial, administrative, and site-management elements of those documents. 2. Manages the day-to-day operation of the Association office including the handling of correspondence, e-mails, invoices, telephone contacts, inquiries by property owners and others, and other elements necessary for the smooth operation of the office and remaining available for all property owners. 3. Manages the daily work of Maintenance Technician(s) and other staff as assigned by the Board of Directors, and the maintenance of accurate payroll and other personnel records. 4. Works closely with all committee chairpersons to ensure smooth and successful committee operation. 5. Works closely with the Treasurer and Finance Committee on all PPPOA financial matters, including the development and execution of the operating and capital budgets. Directly implements accounting and bookkeeping functions to ensure the completeness and accuracy of all financial transactions, records, reports and annual audits. 6. Manages the on-site cash flow generated by clubhouse and marina fees and makes bank deposits. 7. Performs all aspects of payroll to include weekly payroll, quarterly state and federal reporting and year end state/federal reporting as well as W-2's and 1099's. 8. Manages the annual billing of assessment fees. Follow up, ensure proper pursuit of unpaid assessments per Board policies. 9. Manages inspections of community common areas and amenities and provides timely reports to the Board. Manages the follow-up of problems developed and/or community standards violations discovered during inspections, or from other sources in accordance with the covenants, rules, and regulations, and Sanction Procedures 10. Manages all records of the Association (other than those under the authority of the Board Secretary) including the maintenance of databases of property owners, e-mail addresses, unoccupied properties, correspondence, contracts, etc. 11. Ensures the security, privacy, and confidentiality of all Association records and information , including personnel records. 12. Provides a timely written monthly report to the Board of Directors of all significant activities, problems, or other items of interest for inclusion in the regular Board meeting packets. 13. Manages and implements other tasks and responsibilities as assigned by the PPPOA Board of Directors. 14. Creates and maintains a PPPOA Operations Manual on all duties performed and how to complete them and provides a monthly email of updated data to the President, Vice President and Office Liaison. 15. Provides a monthly detailed report of time worked, tardiness and absentee of all PPPOA employees to the President, Vice President and Office Liaison. 16. Provides a monthly detailed expense report of mileage reimbursed for all PPPOA employees to the President, Vice President and Office Liaison.
RELATIONSHIPS
REPORTS TO:
PPPOA Board of Directors. Day to day direction and guidance provided through the PPPOA Board President, Vice President, or their designee(s).
SUPERVISES
Maintenance Technician(s) and other staff as assigned by the Board of Directors.
JOB QUALIFICATIONS
Ability to: Manage personnel, events, and facilities and deal with the public in a pleasant, positive manner. Work with and lead others in a small community atmosphere. Work alone, recognizing tasks, developing and implementing solutions, and delegating responsibility as required without direction. Develop and implement orderly programs and systems for efficient office procedures. The qualified individual must have computer skills in the area of word processing, spreadsheet, database management, website management, e-mail application(s), and financial record-keeping software. The individual must have basic bookkeeping and accounting skills with experience in Quick Books, good time management skills and writing skills necessary to prepare correspondence, reports, etc.
