Manager (PKK)

Job Description: Manager

Overview:

The Manager position is a full-time management position which consists of supervision of the Association’s personnel, assets, and ongoing operations. This position requires continuous monitoring of the property and facilities to ensure the environment is safe and secure. The position also requires specific administrative functions while also overseeing all maintenance and grounds keeping functions and the general welfare of Pali Ke Kua’s assets and operations. The Manager interacts with all Board members but reports directly to the President of the Association.

Position Details:

The Manager position is an exempt one. The Manager’s scheduled work hours are from 7 am to 3 pm on all business days. These hours allow for proper oversight of the Association’s personnel and contractors engaged in on-site activities. However, work hours are not restricted just to these times as the scope of the job may require additional time to be spent as needed later in the day or on weekends or holidays. The Manager is also expected to be available 24/7 via mobile phone in case of emergency, and he/she should reside within 45 minutes driving distance from Pali Ke Kua. Compensation is based on the understanding that additional hours will be spent, as necessary, beyond established work hours and no overtime or compensatory time off will be allowed unless previously approved by the Board President or Chair, Human Resources. Prior to hiring, the candidate for the Manager position must be able to successfully pass all background checks. After hiring, there will be a trial period of up to 6 months to assess job performance with a formal review conducted by the Board President and/or Chair, Human Resources Committee or his/her designate.

Specific Responsibilities and Duties:

Ensure that all Policies and Procedures as defined, approved, and enumerated in the Policies and Procedures Manual approved by the Board of Directors are enforced with all personnel, owners, residents, and guests of Pali Ke Kua.

The Manager will participate with the Board of Directors or its designee in recommending changes to and maintaining the Policies and Procedures of Pali Ke Kua.

It is the Manager’s responsibility to ensure that all personnel read, acknowledge, and adhere to the policy on sexual harassment and that any incidents involving non-employees and properly dealt with and reported as defined in the policy or by local law.

Quarterly the Manager is to prepare and distribute notices of regular Board meetings. Annually the Manager is required to prepare and post the annual Notice of Intent to Distribute Proxies. The Manager also posts copies of notices of directors and meetings and owners meetings in prominent locations around Pali Ke Kua.

Duties shall include:

Personnel:

As noted above, the Manager shall strive to remain on-duty at Pali Ke Kua for 8 hours each workday, keeping time away from Pali Ke Kua to a minimum. Time away should be for official business (e.g., going to hardware stores and the like, appointment with Pali Ke Kua’s representative at the management company). On days off and at other times, the Manager shall be available on-call.

The Manager is responsible for providing timely notice to the Board President if time is needed away from Pali Ke Kua for non-management related matters during work hours. The Manager is also responsible for providing timely notification to the Board President or Chair, HR Committee if a crew member has requested a significant amount of time away from work (i.e., several days). The President or Chair, HR Committee should be informed about the approximate length of time the crew member is expected to be away from Pali Ke Kua and the reason, if known.

Properly ensure maintenance of the property as required by the Association’s Bylaws. The Manager will work with the staff to accomplish routine chores as well as special projects.

Supervise Grounds and Maintenance employees and advise the Chair, Human Resources Committee and Board President of any issues with any employee. Monitor all work hours performed by Grounds and Maintenance personnel and submit the appropriate documentation for the issuance of payroll to Hawaiiana Management Company. This is to include the monitoring and documentation of time taken for sick pay, holiday, or other absences as they relate to accruals of eligibility.

Report number of days worked and hours worked each day as well as vacation and sick days taken.

In case of injury to any employee or to himself/herself, immediately call for medical assistance if the situation calls for it and complete all injury, Workmen’sCompensation, and other forms as required as soon as possible.

With the advice and consent of the Board President and Chair, Human Resources Committee, hire investigate, counsel, discipline, and terminate all personnel in accordance with State and Federal labor laws and not discriminate on the basis of age, race, religion, color, sex, national origin, ancestry, marital status, disability, arrest and court records, sexual orientation or any other grounds as protected under State and Federal law, except where a bonafide exemption occurs.

Conduct and document periodic safety briefings with employees. These briefings should occur at least quarterly.

Annually, prepare and present performance reviews for each employee to the Chair, Human Resources Committee and make recommendations for merit salary increases.

Recommend recognition or special awards for outstanding work to the Chair, Human Resources Committee.

Administrative:

The Manager is responsible for preparing all charges, invoices, and other bills that may be due on behalf of Pali Ke Kua and ensuring their proper payment and processing through the Association’s managing agent.

The Manager should be sufficiently familiar with the financial statements to be able to address questions or concerns as they may arise from the Board.

The Manager will assist the Board Treasurer, as requested, in preparing the quarterly financial report to the Board.

The Manager will monitor and strive to keep expenditures within budget. If he/she feels it is necessary to exceed the budget on an item, the Manager will inform the Board President and Treasurer of this.

Participate in the development of the Association’s annual budget with the Board Treasurer and the Managing Agent for presentation to the Board of Directors at the August Board meeting.

Maintain the Association’s computer equipment, including PC’s, monitors, and printer/copier/fax in good working order.

Board Meetings:

The Manager shall attend all regularly scheduled Board meetings. The Manager also needs to attend the Annual Owners’ Meeting in May, and prior to the meeting, plan for an area to hold the meeting as well as any refreshments to be served at that meeting. At these meetings, the Manager should be prepared to answer questions concerning the operation of the facility, accounting reports, and other pertinent issues that may be asked by the Board or owners.

A written “Manager’s Report” shall be prepared and distributed to all Board members prior to Board meetings and the Annual Owners’ Meeting,

The Manager will assist the Board, and under its guidance, develop long term plans to include, but not limited to, the following:

Major maintenance activities

Landscaping plans (the Manager shall keep and continuously update a

landscape map of the property)

Bluff management plan

Management of Current Projects:

The Manager assists the Board in developing and managing ongoing projects. This may include maintenance activities, landscaping (to include an annual updating of the Pali Ke Kua Landscape Plan/Map), and other activities as determined by the Board. Management is to include direction of contractors and Pali Ke Kua personnel, as appropriate, along with monitoring and tracking all expenditures.

The Manager will assist the Board in recommending independent contractors for specific tasks that need to be accomplished, monitor their work, and make appropriate suggestions to the on-site contractors and Board regarding any modifications that may be necessary.

All major projects (those over $3,000) must have a minimum of two detailed bids from licensed contractors unless there is only a single source vendor or only one vendor responds to the project. Detailed bids require a breakdown of all materials and labor as well as any warranties and guarantees. Once these requirements have been met, and upon the approval of the Board, the Manager can enter into contracts on behalf of the Board.

In the event of an emergency (e.g., plumbing or electrical), the Manager has the authority to hire, as necessary, contractor(s) to mitigate the situation and complete all necessary work. In the event of an emergency, the Manager should make an earnest attempt to contact the Association President or Vice President as soon as possible to inform them of the event.

The Manager shall maintain a professional relationship with co-located businesses, be a sounding board for them, serve as a contact for issues they may have, and report them to the Board.

Interface, when necessary, with Kauai Police and Fire Departments, the Princeville Community Association, and other governmental agencies (DNLR, County Engineer, etc.).

The Manager will conduct daily inspections of the property paying close attention to the condition of buildings, grounds, facilities, mechanical equipment, fire/safety equipment, and property lighting and initiate corrective actions when deficiencies are noted.

The Manager will insure compliance with the House Rules by communicating these rules to owners, residents, long-term renters, and guests.

The Manager also:

Prepares and maintains, as directed by the Board of Directors, an information packet for Pali Ke Kua owners. In collaboration with the Association’s Managing Agent, the Manager will be responsible for distributing this packet to all new owners within thirty days of being notified of a change in ownership.

Advises a resident or guest of non-compliance with House Rules and informs the Board of Directors of the incident and suggestions of corrective action made to the resident or guest.

Responds to inquiries and complaints made by owners, residents, guests, or agents as it relates to the property and initiates corrective action.

Maintains records or a log of significant events and activities in the following

areas:

Register all long-term residents (those staying on the property over 30 days) and monitor long-term parking. Long term renters or residents should be given a copy of the House Rules and sign for receipt of same. Annually, the Manager shall send a letter to all owners reminding them to contact the Manager whenever they rent their units on a long-term basis.

Record and communicate to the Board all significant events and activities that occur or affect the property.

Record and report to our insurance carrier and the Board of Directors any incidents that have caused bodily injury or have a potential legal or financial impact to the property that would exceed our deductible amount of $25,000 per occurrence for water damage and $10,000 per occurrence for bodily injury.

Maintain a list of all rental agents and on-island contacts for rental units. Coordinate with rental agents on building repair activities as well as any other events that may require action on behalf of the owners.

Maintain a list of all occupants that may require assistance in the event of an emergency.

Maintain and annually update an emergency owner contact list for all units to include both on-island contact as well as owners themselves if off-island. provide said list to our legal firm and managing agent.

Post and maintain current versions of all appropriate employment and workplace notices as required by law.

Annually access and review the contents of the Association’s safe deposit boxes and update critical documents as necessary.

Maintain and annually review content in owners’ storage room. Report any significant findings to Board Members in quarterly Manager’s Report.

Emergency Response:

The Manager is to perform and provide for the following activities in the event of an emergency:

Annually review and update a written emergency response plan in collaboration with the Board of Directors to cover potential disasters encompassing tropical storm (hurricane), fire, flooding, landslide, tsunami, and other potential events as defined by the Board. Provide copy of disaster plan to owners and rental agents.

Perform quarterly drills with all employees to verify working knowledge of emergency plans and competency in carrying out the plan. All drills are to be documented as to the content, participants, and results and maintained for access by the Board or other authorities as may be appropriate.

Ensure that timely advice and warnings are communicated to all units on the property to inform residents, guests, rental agents and the Board of Directors of actions to be taken in the event of an emergency.

Conduct monthly tests of all disaster support equipment to ensure proper operation and status. Replace expired critical items. This equipment includes but is not limited to generator, floating pool pump, lanterns, first aid supplies, fresh water, etc. A log of these tests is to be included in the disaster drill file along with quarterly drill reports.

Annually test and record results for all smoke detectors and other sensing devices on the property within common or public areas to include offices and rental ares controlled by the Association. All areas requiring corrective action are to be remedied immediately and as appropriate.

Annually test all fire hydrants on the property for proper flow and connections. This must be coordinated with the Princeville Fire Department and documented.

Annually, or more frequently as required by local laws or insurance regulations may dictate, have all building fire extinguishers tested, recharged, or replaced as needed and noted on equipment tags and in the equipment log.

Professional Responsibilities:

The Manager will at all times display a courteous and helpful attitude to owners, guests, and coworkers and promptly respond to owner/guest questions and requests.

The Manager must to be able to walk to all parts of the property throughout the day, supervise staff, and carry out all other duties as specified in this job description.

The Manager will at all times maintain the on-site office in a professional manner which presents an appropriate image to owners and guests. The Manager also makes the office available for use of Board members for Association-related business.

The Manager will also present himself/herself in a professional manner at all times while representing the Association. The Manager will dress in an appropriate manner consistent with present activities and duties.

The Manager must demonstrate computer proficiency in the use of word processing, database, spreadsheet, and email programs and assist in updating the Pali Ke Kua website.

The Manager shall work with the Managing Agent in maintaining the Property Manual.

The Manager shall attempt to attend as many condo outreach meetings of the Princeville Community Association (PHCA) as possible.

The Manager will also maintain appropriate records for the control of Association assets. This to include but not limited to the following:

All tools with a value over $100.00 owned by the Association and for the use of its employees.

All tools and other materials that may be used in emergency response situations or other incidents.

All office equipment with a purchased value in excess of $500.00.

The salary is currently open for negotiation depending on qualification.

Job Type: Full-time

Shift:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $500