Live-In Resident Manager

Job Description

Job Description

Job Summary:
The live-in Resident Manager is responsible for maintaining the physical plant, upholding security and cleanliness standards, supervising staff, and promoting harmony among residents, board members, and management. This role requires strong leadership, organizational, and problem-solving skills to operate the property seamlessly.

Qualifications & Skills:

• Strong knowledge of mechanical systems, building operations, and maintenance best practices.
• Has a solutions-oriented mindset.
• Leadership and team management experience, with an emphasis on team-building.
• De-escalation and conflict resolution skills.
• Excellent written and spoken communication skills.
  • Ability to speak Spanish is a plus, but not required.
• Computer proficiency.
  • Experience using web-based software such as Building Link preferred.
  • Beginner-level Excel and Word skills preferred.
• Ability to manage budgets and operational expenses effectively.
• Proactively seeks professional development initiatives and trainings to master new skills.
• Familiarity with DOB and HPD codes and requirements, safety regulations.
• Knowledge of local laws preferred.
• Strong organizational and record-keeping skills.
• Physical ability to perform inspections and maintenance tasks.
• Sound judgment and decision making skills are a must.
• 32BJ mold certification course completed preferred.

Key Responsibilities:

Property Maintenance & Safety

• Conduct or facilitate preventive maintenance (PM) on all mechanical systems (e.g., heating, plumbing, electrical, elevators, waste management), including reviewing and verifying maintenance work by third-party vendors.
• Inspect and maintain roofs and roof drains, drainage, exterior areas, and mechanical rooms.
• Inspect the courtyard and street-facing landscaped areas for cleanliness and safety. Direct and supervise staff performing routine maintenance tasks. Report any recommendations for major repairs to the on-site General Manager.
• Supervise repairs, ensuring work is completed properly.
• Maintain required licenses, permits, and documentation for building operations.
• Monitor common areas and ensure they are clean and well-maintained.
• Oversee trash removal, plant maintenance, and general building appearance.
• Enforce security protocols to ensure the safety of residents and property.
• Respond to building emergencies, ensuring proper emergency action plans are in place.
• Ensure compliance with all property policies and procedures.

Staff Supervision

• Supervise building employees, including handymen, porters, and temporary staff to ensure that employees are properly performing all tasks associated with their positions and that they are observing all rules governing their conduct and obligations.
• Work collaboratively with the partner Resident Manager to supervise staff.
• Treat all employees with dignity and respect, fairly and equally at all times.
• Schedule shifts, submit PTO requests to management timely, and coordinate relief coverage.
• Maintain a list of approved relief help.
• Participate in the development of performance standards for staff.
• Maintain professional conduct among employees, addressing and documenting issues as needed.
• Facilitate payroll processing.
• Enforce adherence to the collective bargaining agreement (CBA) and labor laws.
• Control avoidable overtime to keep operating costs down.

Resident & Board Relations

• Provide excellent service to residents while enforcing property policies.
• Receive and respond to basic maintenance requests from residents
• Exercise judgment to perform only the repairs defined as the cooperative’s responsibility under the Proprietary Lease in Shareholder units.
• Effectively investigate and address resident concerns. (e.g. promptly respond to noise, smoke smell, and building cleanliness complaints.)
• Facilitate move-ins and move-outs.
• Report any unauthorized tenants to the on-site property manager.
• Work cooperatively with the onsite General Manager, Board of Directors, partner Resident Manager, and residents.
• Attend board and committee meetings as required.
• Build and maintain trust and confidence with Shareholders and residents to ensure a cooperative working relationship.
• Maintain the privacy of all residents at all times.

Operations & Financial Management

• Operate the property efficiently, seeking financial savings where reasonable.
• Maintain accurate records of all work performed, including daily logs, contractor activity, and preventive maintenance schedules.
• Minimize operational expenses through effective purchasing, inventory control, and vendor management.
• Supervise contractors and vendors to ensure satisfactory work completion.
• Monitor and enforce building policies for alterations and construction projects.
• Distribute appropriate advance notice of interruptions to any essential services where possible.
• Notify the community promptly of any unforeseen interruptions to services in accordance with the property’s policies and procedures.
• Post permits and ensure compliance with expiration deadlines.
• Schedule the watering and cleaning of lobby plants, courtyard and perimeter planting, tree-pits and lawns.
• Obtain and level bids for recommended work, to be discussed with management.
• Report to the management office on a daily basis to coordinate with the manager and assistant manager.
• Complete 32BJ courses and certifications as appropriate and upon request.

Record Keeping & Compliance

• Review invoices for supplies and services for accuracy and completeness; provide additional information as needed.
  • Approve invoices for payment in a timely manner.
• Maintain security of apartment access keys and follow all key management protocols.
• Verify accuracy and completeness of the documentation for deliveries, vendor work, and security logs.
• Keep accurate, detailed inventory of tools and supplies at all times.
• Report incidents, accidents, and unusual building conditions promptly to management in writing using appropriate information management systems such as Building Link.
• Ensure compliance with all local regulations, safety standards, and building codes.
• Create monthly building condition reports, including recommendations for repairs, and present them to management.
• Participate in hearings, arbitration, or court appearances as necessary.
• Label all valves and risers on the property.
• Keep comprehensive documentation of the physical plant and courtyard, including blueprints, architectural drawings and any amendments thereto.

Personal Conduct & Professionalism

• Be available for emergencies 24/7 and ensure staff follows proper emergency protocols.
• Exercise sound personal judgment and critical thinking in resolving resident concerns, enforcing cooperative policies, and making operational decisions that align with the best interests of the co-op community, escalating things as appropriate to the On-Site Property Manager.
• Provide, receive, and action constructive feedback to maintain a high standard of performance in all areas.
• During his/her/their workday, no staff is permitted to perform any personal jobs.