The Kalia Inc. Residential Cooperative Community Site Manager

A rare opportunity exists for you to start every work day surrounded by our quiet and gorgeous Waikiki garden community, with a caring work ohana, appreciative owners/residents and the stability of a residential community that fosters cooperation and creativity. We have one employee that has been with us for 34 years...we must be doing something right...come join us and see.

The Kalia Inc, the first Residential Cooperative Community in the State of Hawaii, was built in 1958, designed by local Waikiki architect, Edwin L. Bauer, AIA. Our private old style Hawaiian oasis includes 3 residential towers, a heated salt water pool, roof top sundeck, parking garage and a community lanai.

The Kalia Inc. Residential Site Manager

Under the policy direction of The Kalia Board of Directors, the Site Manager is responsible for the overall operation of the property, and the day to day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained building within established management operating and fiscal policies and assuring compliance with all state and federal regulatory agencies. This includes developing within the project a supportive environment for all owners/residents, assuring the project's sound fiscal management, maintaining a clean, well-maintained building and grounds, managing the onsite staff and their duties, interacting with and supervising vendors, and working with a Board of Directors.

The Site Manager must relate well to people, must exercise good judgment and discretion in dealing with owner/residents, visitors, vendors, and staff. The Site Manager is required to provide leadership in developing a community and in directing the staff. The Site Manager is expected to facilitate a staff that functions as a team and is cooperative with each other, the residents, and visitors to the property.

The Site Manager directly supervises seven or more employees in accordance with The Kalia Inc. policies and applicable laws.

Essential Duties & Responsibilities

Stock Holder-Owner/Resident Management

· Attends and participates in outside or in-house activities, meetings, organizations, regulatory agency meetings or inspections, etc. as required by the needs of the property to enhance the sense of community at the property and to enhance the public image of the property.

· Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements.

· Develops a sense of community among property residents by maintaining good resident-to-resident relationships, staff-to resident relationships, staff-to-staff relationships, and nurturing positive interactions and activities at the property.

· Manages owner/stockholders in compliance with court orders and directions from The Kalia Inc. legal counsel.

· Develop a stockholder comment and evaluation form to solicit annual feedback annually. Prepares and reviews summary for submission to Kalia Board of Directors. Acts on feedback from resident comment and evaluation form as directed by Property Supervisor.

Financial Reporting and Control

· Ensures the successful day-to-day financial management of the property and maintains all necessary financial records and files in good order.

· On a biannual basis, compares tenant lease information ensuring move in dates, etc. are accurate.

· Maintains compliance within the budget during the fiscal year in order to ensure the fiscal integrity of the project under the direction of Board of Directors and Property Management Company.

· Completes and files within 24 hours, any incident report that occurs on the property out of the ordinary including Police, EMS or Fire depart visit, common area plumbing incident, or anything that could become an insurance claim or lawsuit.

Regulatory Requirements

· Supervises and/or completes all resident files for Transfers/Sales/Move-in/Move-Out accurately and completely.

· Supervises or completes in timely and accurate manner all Income and Background certification of all Transfers within established Kalia Inc. guidelines.

· Processes and maintains all resident documents and forms including leases, income certifications and Service animal registration.

· Ensures compliance with regulatory and/or financial partner requirements, and requests for information to include but not limited to the preparation and submission of reports in an accurate and timely manner.

· Provides reports to Property Management vendor and Board of directors at once a month Board of Director meetings.

· Collects, analyzes and reports the statistical information to provide an accurate and current assessment of the property and its needs. Example owner occupancy percentages, State permit renewal and inspections dates.

· Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdictions.

Administration

· Manages the day-to-day administration of the property office, including answering telephones during normal business hours; interacting with owners/residents in a courteous and professional manner; sorting, distributing, opening and answering mail daily; and handling resident inquiries and concerns. Ensures the office is clean and well organized, and that it and the staff are presentable to the public.

· Exercises common sense, good judgment, consistency and self-control in day-to-day contact with Owners/residents and in other business-related matters.

· Ensures consistent application of property rules and regulations, lease and lease addenda. Documents and reports all violations in the unit property log.

· Ensures proper maintenance and storage of property files and records.

· Ensures that any emergency that may arise on site is responded to promptly and assigns staff, including self, to be available in this event. Completes incident reports and notifies parties as necessary within 24 hours.

· Attends trade association meetings and seminars to keep up to date on trends and changing conditions.

Personnel Management

· Interviews, hires, trains, evaluates, motivates, disciplines, and terminates all staff under the direction of The Board of Directors and Property Management vendor in accordance with The Kalia Inc. Personnel Policies.

· Conducts the introductory and annual evaluation of all staff and goals for the staff in accordance with departmental goals and objectives. Recommends promotions, salary adjustments and disciplinary actions.

· Determines appropriate personnel needed to complete maintenance jobs within the capability of the staff and through the use of temporary personnel in consultation with the Director of Maintenance.

· Reviews, approves and submits employee timesheets to payroll vendor based on the posted payroll schedule.

· Ensures appropriate staff development and/or training, including his/her own.

· Completes Workers Compensation reports for injured employees according to the kalia Inc. policies and procedures.

· Ensures all staff adheres to Fair Housing Laws.

· Conducts monthly staff meetings.

Qualifications

EDUCATION and/or EXPERIENCE

· Bachelor’s Degree (BA) from a four-year college or university;

· Minimum two year’s experience in housing management

· One year managing people, projects, materials and information.

PREFERRED SKILLS and/or ABILITIES

· Willingness to learn and troubleshoot preventive plumbing, electrical and landscaping and ongoing maintenance issues and concerns.

· Positive attitude, good sense of humor, energetic, assertive, and capable role model for subordinates.

· Demonstrated integrity on a professional level.

· Excellent communication and customer service skills. Strong attention to detail.

· Knowledge of Microsoft 365 Suite is preferred. Experience with HubSpot a plus.

· Ability to handle a large number of projects at once and shifting priorities in a fast paced environment.

· Second language skill a plus.

CERTIFICATES, LICENSES, REGISTRATIONS 

· Please provide real estate or housing management credentials if any.

LANGUAGE, MATH & REASONING SKILLS

Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one situations to owners, vendors, and other employees of the organization. Ability to read and interpret documents such as safety rules, operating maintenance instructions, and procedure manuals and to write routine reports and correspondence. Ability to speak effectively before groups of owners/residents or staff of the organization.

Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to interpret a variety of instructions furnished in written, oral or schedule form.

PHYSICAL/SENSORY/COGNITIVE DEMANDS

The physical/sensory/cognitive 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.

Physical: 

· Approximately 40 percent of the job is done sitting, 30 percent standing and 30 percent walking. Frequently walks, stoops, bends, squats (to retrieve files or pick up debris), climbs stairs, walks on uneven ground, lifts items less than 15 pounds, and reaches at, below, or above shoulder level. Frequent face-to-face interactions with residents/staff/visitors and must speak clearly and articulate with extreme accuracy to give directions, talk on the phone, etc.

· Occasionally may lift items 16-50 pounds, push items 20 pounds, climb ladders, kneel, twist, or grasp/pull/carry/push equipment such as janitorial carts, vacuums, brooms, or mops. Must occasionally withstand heights up to the number of stories in the building.

Vision:  Must be able to proofread documents, read policies and procedures, contracts, forms, hand-written information and other information.

Hearing:   Must be able to receive verbal information/instructions over the phone and in person. Must be able to distinguish the sounds made by emergency equipment from other environmental sounds.

Smell:   Must be sufficient to detect foreign/unpleasant odors while walking through buildings, such as a natural gas leak.

Concentration:   Must be able to concentrate despite constant interruption.

Attention span:   Must be able to attend to tasks for more than 60 minutes at a time.

Conceptualization:   Must be able to remember verbal/written information for unlimited periods of time.

Salary based on experience.

Job Type: Full-time

Pay: $61,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• On call

Experience:  housing management: 2 years (Required)

Work authorization:  United States (Preferred)

Work Location:  One location

This Job Is:  A job for which military experienced candidates are encouraged to apply

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Work Remotely:  No