SAVANNAH LAKES VILLAGE PROPERTY OWNERS ASSOCIATION, INC. JOB DESCRIPTION POSITION: CHIEF OPERATING OFFICER FUNCTION: Responsible for all aspects of the SLV POA day-to-day operations. In this capacity, having complete authority to make all decisions for day-to-day operational matters of the SLV POA, provided that such decisions are consistent with the Declaration, the By- Laws and polices established by the Board. Has the primary responsibility for the dayto-day management of the programs, finances and organizational functions of the SLV POA for the benefit of all Owners. RELATIONSHIPS: Board of Directors Reports directly and solely to the Board as a whole and receives broad supervision from the Board through policies established by the Board and counseling on specific matters. Serves as an ex-officio non-voting member of the Board; attending all meetings of the Board, except those at which his/her evaluation is being considered. Provides informational reports to the Board as a routine practice and responds to requests for special information from the Board. Committees Serves as a non-voting ex-officio member of all Board committees and task forces for the purpose of rendering advice, opinions, assistance and services as required. It is not anticipated the Chief Operating Officer will necessarily attend all committee meetings but will be available for consultation and assistance as required. Management Staff Provides direction, guidance and supervision to members of the Management Staff reporting to the Chief Operating Officer. Participates with subordinate managers in determining budget and staffing requirements, formulating goals, determining training and development needs, establishing procedures and accountability and establishing necessary discipline and evaluation methods. Performs oral and written performance evaluations of subordinates. 1
DUTIES: Responsible for the overall operation of the SLV POA in accordance with the Declaration, the By-Laws and policies and procedures established by the Board. This includes the initiating, planning, organizing, promoting, coordinating and supervising of all functions required for successful SLV POA operation, including but not limited to, the following key duties: GENERAL RESPONSIBILITIES 1. Responsible for working with the Board to ensure the development and implementation of programs to protect the value of SLV POA assets, including working closely with county, state and federal entities responsible for the infrastructure support of SLV. 2. Responsible for the development and implementation of a marketing program to promote the continued growth of SLV and increased use of the amenities and facilities of the SLV POA. 3. Responsible for working with the Board to ensure the future viability of SLV through the development and implementation of a Strategic Plan and goals for each department of the SLV POA. 4. Responsible for compliance, development and implementation of policies and procedures established by the Board. 5. Shall have access to all books, records and papers of the SLV POA for information necessary for the proper performance of his/her duties. 6. Shall keep the Board informed as to the financial condition and needs of the SLV POA and shall make such recommendations to the Board as deemed necessary or expedient. 7. Shall make every reasonable effort to enlist where feasible the support and assistance of the Members in the affairs of the SLV POA. 8. Represents the SLV POA in dealings with county, state and federal government entities in the conduct of SLV POA business. MANAGEMENT RESPONSIBLITIES Facilities / Equipment 2
1. Be responsible for all facilities and equipment of the SLV POA assuring cleanliness, proper physical appearance, efficient operation and required preventative maintenance. 2. Assure compliance with all safety, sanitation and health standards in all areas of the SLV POA. Support and Reporting 1. Be responsible for the enforcement of all rules and regulations of the SLV POA and assure compliance with the established policies and procedures of the SLV POA. 2. Be responsible for the handling of complaints, grievances, suggestions and inquires of Members and guests in a timely manner attempting to provide maximum satisfaction in keeping with policies and procedures of the SLV POA. Inform the Board, in writing, of situations that may require further action or study. 3. Be responsible for the various promotional activities of the SLV POA, including but not limited to the following: Administration Prepare as requested articles for publication in newsletters and other publications of the SLV POA. Attend and present information as requested at various meetings of the SLV POA. Familiarize staff concerning future activities of the SLV POA so as to enlighten and encourage participation by Members and guests. Participate and become involved in organizations whose purpose will be of benefit to the goals and objectives of the SLV POA. 1. Be responsible for the preparation and submittal to the Board the annual budget and capital outlay program designed to ensure the financial integrity of the SLV POA; and upon its adoption, be responsible for its administration and implementation. 2. Execute the general responsibilities common to all management personnel in minimizing the costs of operations and in safe guarding the property and reputation of the SLV POA. 3. Assure that the purchasing of all materials, supplies and services required by the SLV POA are within policies and budgetary guidelines established by the Board. 3
4. Assure the preparation and submittal of accurate and complete records, data input forms and other required records and information relating to the SLV POA. 5. Assure the proper charging of fees and charges of the SLV POA and the preparation of all reports and supporting documents for the proper accounting of all fees, charges, funds and related monies. 6. Assure the reporting of all cases that involve property damage or personal injury and assure the preparation of the required reports for insurance documentation and to meet state and federal requirements. 7. Assure that all licensing, certification and training requirements for the operation of the SLV POA are obtained and maintained. Human Resources 1. Be responsible for hiring, supervision and terminating all employees required for the SLV POA and within budgetary limitations as established by the Board. May authorize any employee who is subject to his/her direction and supervision to exercise these powers with respect to subordinates. The Board shall not seek to overly influence the appointment, promotion or disciplining of any subordinate of the Chief Operating Officer. 2. Be responsible for establishing the compensation of all SLV POA employees, except the Chief Operating Officer, within the limits established by the existing budget appropriations and in accordance with the compensation plan and other rules and regulations adopted by the Board. 3. Be responsible for delegating to subordinates appropriate authority to fulfill portions of assigned responsibility, but may not delegate to relinquish overall responsibility for results or any portion of final authority. 4. Be responsible for maintaining an effective training program for all employees of the SLV POA to assure maximum utilization of all facilities and in providing services in the manner most pleasing to Members and guests, all in accordance with the policies and standard procedures adopted by the SLV POA. 5. Be responsible for a high standard of appearance, graciousness and service by personnel, making every effort to accommodate the service requirements of the Members and guests to the extent practical and without bias. 6. The Chief Operating Officer provides direct supervision to: Chief Financial Officer Director of Administration and Human Resources Director of Marketing 4
Safety and Health Director of Community Services Director of Food and Beverage Director of Golf Director of Recreation Golf Course Superintendents Be responsible for an effective safety and health program in all areas of the SLV POA. Miscellaneous Maintain a safe and healthful workplace for all employees. Implement safety and health programs. Identify potential hazards and take the necessary corrective and preventive measures. Conduct and/or coordinate safety and health training for all employees. Remain current on developments in the assigned areas of responsibility and provide leadership to direct the SLV POA in being a leader in positive innovations. The duties and responsibilities of this position are not limited to this description and the Chief Operating Officer may perform a combination of other functions when needed. POSITION QUALIFICATIONS: 1. Must have the ability, skills and sufficient educational background, normally a Bachelor s degree in a related field to community association management is required with an advanced degree preferred, and/or actual experience to administer the programs, finances and organizational functions of the SLV POA. 2. Should have a minimum of ten (10) years experience in positions closely related to community association management and should have a record of increasing management responsibility levels over that period. 3. Must possess inter-personal skills that will make people feel welcome and reflect favorably on the organization. This includes public speaking skills as well as human relation s abilities. 4. Must have the ability to anticipate and define problems, collect data, establish facts and draw valid conclusions, with strong analytical and supervisory skills. 5. Must possess the ability to manage employees in a professional and equitable manner while ensuring that management directives and programs are effectively 5
carried out. Must have the ability to promote a working team atmosphere from the lowest employee grade level up to and including the Board. 6. Requires management experience in planning, supervision, financial accountability and personnel. 7. Must have the ability to communicate with Owners in a manner that promotes trust and understanding. 8. Must have the desire and willingness to commit the necessary time to accomplish those tasks and goals determined by the Chief Operating Officer and the Board as essential for the successful operation of the SLV POA. 9. Must be pleasant, well organized, a team player and detail oriented. 10. Professional certification of CMCA and PCAM desired. 6
POSITION: DEPARTMENT: JOB CLASSIFICATION: Chief Operating Officer Administration Exempt W.C. CODE: 8810 PHYSICAL DEMANDS: Level 8-1 WORK ENVIRONMENT: Level 9-1 REVISED: 01-15-09 7