The purpose of this process is to assist in assigning job tasks to employees by giving a brief description of each employees duties and responsibilities.
General Operations Management
Oversee equipment; act as system administrator for all terminals, printers and all other office equipment. Ensure functioning during times of critical usage. Do computer backups each night and review all reports for computer errors each morning.
Oversee achievement of work goals. Set work deadlines each month, ensure employees are meeting goals. This includes:
Oversee critical supplies. This includes statement supplies, including statements, and both envelopes; checks for laser printer; covers and binders for resale certificates; and copier and printer paper and toner. All these take extra time to order and need to be kept on hand.
Oversee postage meter, buy postage. Ensure postage on hand for critical times of the month, including check runs, statement mailing and financial statement mailouts. Review monthly postage invoice before check is cut on the 20th check run to ensure postage is not building up excessively on the machine.
Oversee Management Fee billbacks. Ensure all supplies are tracked and billed back at month end. Ensure non-contractual services are tracked on CSARs for billback at month end. Handle large income generating projects, including insurance bill-backs and tax return/financial statement processing.
Oversee banking relationships, acting as main contact person to resolve problems, research overdraft and transfer errors. Process monthly bank reconciliations, follow up on any discrepancies with bank in writing. Ensure J/Es posted for interest.
Oversee timely completion of Corporate receivables and deposits.
Oversee Corporate insurance and other payments, including workman's comp billings, Fed and state tax payments.
Oversee client insurance policies, ensuring timely renewal. Update computer with insurance information on all policies. Ensure mortgagee information is kept current for insurance premium billing purposes. Complete mortgagee billings and follow for collection of all funds owed to the clients. Ensure bill-backs are completed.
Prepare proposals and set up new clients on system.
Process payroll for corporation and employees of clients.
Review J/E log on a monthly basis; ensure J/Es are posted prior to month-end GL update. Ensure new J/E sheets are run and placed in binder and old J/E sheets are filed in financial files.
Oversee maintenance of Resale File documentation. Review perodically to ensure files contain only current information as outlined by Alaska Statute. Ensure resales requests are completed within 10 day guideline.
Trust Receivable Tasks
Real Estate Services
Accounts Payable Tasks
Property Management Tasks
Schedule and attend monthly board meetings. Prepare agendas and other documents for board review/approval. Document board problem solving and assignment of tasks. Ensure minutes of the meetings are typed and distributed, including to resale file. Document actions requests on CSARs. Organize and attend annual meetings, preparing checklists, agendas and timely notification of owners.
Inspect all properties semi-monthly. Document problems for file and delivery to Board. Post violation notices--input fines. Ensure vendor compliance.
Assist Boards with preparation of contracts and bidding process. Submit contracts for Board approval. Review vendor performance; ensure contractual obligations are met. Follow up on homeowner complaints/comments on vendor performance.
Assist Boards to obtain insurance for correct property values. Ensure timely payment of premiums. Assist Boards with claims, audit receipt and distribution of claim payments.
Prepare draft budgets with Board input. Review budgets with Board; prepare and deliver final budgets to Board. Review all Reserve expenditures to ensure correct allocation to Reserve Expenses and movement of funds from Reserve to Retained Earnings (usually done through A/P).
Review delinquencies with Board; follow with delinquency notices and demand letters. Send files to collections as required. Assist Boards with legal action in pursuit of delinquencies.
Prepare newsletter items and inserts for statements. Prepare and post notices as requested by Board. Prepare FHA recertification packages as necessary. Prepare and file Non-Profit Biennial Reports.
Ensure Resale File master documents are current.
Respond to emergency calls; act to mitigate property damages.
Assist Boards with property maintenance projects as required or requested. Charge clients extra for administering contracts in excess of $1,000.
Secretary / Receptionist
The following are a list of duties assigned to the above position effective 11/16/90. Along with major responsibilities of the position, standards of performance are listed. The position may become responsible for other duties as assigned from time to time.
Purpose of the position: to provide administrative support to the ongoing operation of the company, receive and deposit client payments, to act as primary telephone operator and to greet and direct clients.