Estate manager needed for several properties in Hawaii

Job Title: Executive Director of Facilities Management
Report to: Principals
Wage Category: Exempt Executive

Work Schedule: Monday through Friday, 40 hours per week

1. JOB DESCRIPTION
The Executive Director of Facilities Management (EDFM) performs all duties necessary to maintain continuous harmony for optimal service, thus enabling the company to manifest the visions of the client. The EDFM oversees and coordinates the work of the company, the employees and the workmen, with respect to properties managed by the company. and with respect to the clients, as specifically indicated in the job responsibilities below.
In addition, the EDFM shall individually perform the duties listed below as needed.

2. JOB QUALIFICATIONS
1. Minimum 5plus years job related experience.
2. Valid Driver’s License and passport.
3. Four-year college degree with background and experience in management, business administration, human resources, and administrative duties.
4. Considerable knowledge of principles of employee selection, assignment of personnel, supervision of personnel as well as hiring and firing experience.
5. Ability to express ideas clearly in both written and oral communications.
6. Ability to independently plan and organize one’s own activities.
7. Ability to be flexible to complete the variety of tasks outlined in the job description.
8. Computer knowledge necessary for organization and documentation.
3. JOB RESPONSIBILITIES
Staff:
1. Create accurate job descriptions for each position and update as needed.
2. Hire employees, conduct new employee orientation, monitor 90day trial period.
3. Interfacing regularly with each employee to make sure that his her needs as an employee are being met.
4. Scheduling and conducting regular monthly meetings with each employee to give monthly updates, maintaining moral and a positive, “anything is possible” environment
5. Keeping records of the work hours, payments, and paid days off for each employee
6. Oversee the work done by employees and vendors
7. Assist staff as needed, with ideas, direction, encouragement and guidance
8. Have comprehensive knowledge of employee handbook, policies and procedures
9. Keep employee records
10. Administer discipline, from written warnings to termination
11. Work with EO on all levels, monitor payroll and tax responsibilities
12. Maintain proper documentation
The EDFM’s responsibility is to oversee the grounds daily, unlock the house and grounds in the morning and lock up in the afternoon. To oversee the work done by employees and vendors, and attending to the security of the grounds, as specifically outlined below:
13. Knowledge of P and L management quickbooks would be great

Facilities:

1. Inspecting visually the grounds and the structures to ensure that they are being maintained properly
2. Scheduling repairs with vendors as needed
3. Possess and understanding of VOC’s and Manufacturers product specifications for harmful chemicals.
4. Make sure preventative maintenance procedures are being followed
5. Inspect proper operation of mechanical systems and schedule service as needed
6. Teach safe and proper operations of systems and be familiar with State and Federal requirements
7. Inspecting work performed by vendors to make sure completed satisfactorily
8. Work with pest management to use only approved chemical products Security:
1. Oversee the security of the family’s properties and the inventories of the households
2. Maintain the safety, security and privacy of the clients’ families at all times
3. Direct staff on special procedures and monitor operation of security systems
4. Conduct background checks
5. Inspect other facilities that clients frequent.
Financial:

1. Inspect and pay the invoices
2. Account for all expenses
3. Maintain petty cash and credit card accounts
4. Input all transactions into QuickBooks
5. Work with HBK (quarterly send bank statements, file tax forms …)
6. Calculate the budgets for the family’s households
7. Monitor and control monthly expenses to budget line

The EDFM will be required from time to time to plan and oversee social events. The EDFM will be required to plan and accompany the Principals on their trips. They will ensure that all the necessary travel items and clothing are packed, delivered and set up in advance of the Principals arrival.

At the present time, some properties managed by the company, are under construction. The Executive Director will be responsible for taking the necessary steps to oversee the construction, ensure the compliance and safety of the contractors and the security of the properties.

4. PHYSICAL REQUIREMENTS
1. Good vision and hearing.
2. Prolonged periods sitting at a desk and working on a computer.
3. Prolonged periods of standing and walking.
4. Must be able to lift up to 15 pounds at times.