Operations Supervisor

REPORTS TO: Property Manager

General Description

The Operations Supervisor role is to assist the Property Manager in the daily activities of the Association while supervising the receiving, front desk and valet parking staff and collaborating with the maintenance, housekeeping and management staff so they may respond to the needs of the building.

Job Duties & Responsibilities

• Interact with management, staff, residents and various vendors.
• Oversee the planning and logistics of all move-ins, move-outs, deliveries, unit renovations, construction activities and other issues that impact the day-to-day operations.
• Train, supervise, coordinate, schedule, hire, terminate and discipline front desk employees and make recommendations to the Property Manager regarding staff and their performance.
• Manage standard operating procedures to ensure all contractors are adhering to the Association’s policies and best practices, ie: making sure all contractors are off the property by 5PM and checking all related common hallways for construction materials.
• Ensure packages are being retrieved from Receiving Office for after normal Receiving Hours or if the Receiving Clerk is busy assisting others. Ensure proper procedures regarding the release of packages are being followed.
• Maintain and update the Front Desk Manual binder as needed ensuring staff contact information, resident contact information and City of Hallandale and Miami-Dade County emergency contact inf0ormation are updated.
• Report resident violations to the management office to process violation letters.
• Assist all Unit Owners, Residents and Guests in a courteous, helpful manner; referring all questions that cannot be handled to the Management Office for further assistance.
• Regularly walk the property and check all common areas for resident safety & security, quality control and preventative & general maintenance items. Report any irregularities, equipment malfunction and damage to common areas immediately to the Building Engineer and Property Manager.
• Review incident reports, investigate and report any emergencies and/or incidents that may occur throughout all work shifts that may include but not limited to altercations, fires and/or fire alarms, leaks or flood incidents, or accidents that involves medical or law enforcement.
• Ensure all information in the BuildingLink portal is fully updated, including access control records, transponder assignments, and resident/unit data.
• Maintain accurate posting of building meeting minutes, meeting agendas, and related documentation.
• Attend monthly Board of Directors meetings and provide a detailed operational report for inclusion in the monthly management updates.
• Collaborate directly with the Chief Engineer to review, code, and process network/work orders.
• Upload and route association invoices for approval, processing, and record keeping.
• Conduct multiple daily property walks to monitor conditions, identify issues, and ensure standards of cleanliness, safety, and compliance are met.
• Maintain strong knowledge of the building’s safety policies, procedures, and emergency protocols.
• Demonstrate comprehensive understanding of the condominium’s Rules & Regulations as well as all governing condominium documents (Declarations, Bylaws, Policies, etc.).
• Make recommendations for updates or improvements to building signage to ensure safety, clarity, and regulatory compliance.
• Assist in ensuring that Rules & Regulations and condominium documents are consistent, non-contradictory, and properly communicated to residents.
• Maintain a flexible work schedule with open availability for emergency phone calls and urgent operational needs.
• Work directly with the Property Manager on scheduling, administrative planning, and coordinating operational requests.
• Collaborate closely with security personnel and act as the primary liaison between the third-party security company and property management.
• Ensure effective communication between management and security regarding incidents, protocols, shift updates, and compliance issues.
• Update and maintain all association files, resident records, and operational documentation to ensure accuracy and accessibility.
• Responsible for the access control & key fob system, security cameras system, safe-key system and radio system, ensuring that all is working properly and report any equipment that is malfunctioning.
• Ensure all employees are in full uniform and maintain the neat appearance of their attire.
• Provide a weekly summary of work performed to the Property Manager.
• From time to time, accompany contractors or vendors for project related work or in cases of emergency and may serve as a communicator with the owner/resident and the Property Manager.
• Creates culture needed to enhance, promote, and execute daily positive interaction among members of the building.
• Performs such other duties as may be assigned by Management at its discretion from time to time.

Equipment

The Operations Supervisor is responsible for the property equipment remitted to them. Such as a radio, key fobs, etc.

They are responsible for ensuring such equipment is kept in good working condition.

Amount Of Supervision Required

The Operations Supervisor must be able to perform such duties with minimal supervision. Tasks are performed under the general direction of the Property Manager.

 Knowledge, Skills & Abilities

 Must be able to:

o Identify and resolve problems in a timely manner.

o Respond promptly to requests for service and assistance and follow through on commitments.

o Focus on solving conflicts while keeping emotions under control.

o Remain open to others' ideas and willing to try new approaches.

o Build morale within his/her team and look for ways to improve and promote quality.

 Must have a pleasant demeanor and be service-oriented.

 Must consistently demonstrate the highest level of professionalism and attention.

 Must be reliable, dependable, and act independently when performing his/her duties.

 Must have strong verbal and written communications skills.

 Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.

 Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily

activities.

 Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures

under changing conditions.

Credentials and Experience

 Requires a high school diploma or GED; Bachelor’s or Associate’s degree preferred.

 Licensed Community Association Manager

 1 - 3 years of clerical or administrative support experience required; HOA, property management or residential

condominium management related experience is a plus

 Proficient in Microsoft Excel, Word and Outlook.

Physical Demands

 The Operations Supervisor is required to sit and stand and occasionally may be required to reach, lift, bend, kneel, stoop, climb, push, and pull items weighing 50 pounds or less.

 The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.

 Ability to work extended/flexible hours and weekends based on project requirements.

 Ability to respond to emergencies in a timely manner.

Work Environment

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

While performing the duties of this job, the employee regularly works inside and outside.

Benefits: 

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401K Matching Program
• 10 Paid Holidays 
• 17 PTO Days  
• Birthday off 
• Advancement Opportunity & More....                                                  

AKAM is committed to maintaining a diverse workforce and an inclusive work environment. AKAM is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. All qualified applicants are encouraged to apply and will be considered for employment without regard for any characteristic protected by applicable law.