Operations Manager

Expectations:
1 Trustworthiness
2 Focus on detail, accuracy
3 Asking for clarity instead of assuming if unsure
4 Timely completion of task
5 Suggested Improvements to our systems
6 Collaboration
7 Updating progress and communicating
8 Minimum internet speed of 50 Mbps Download and 10 Mbps Upload
9 Timely communication
10 Maintain amazing attitude

Job Required Task:
Operations Manager
1 Oversee operations to make sure tenants and prospective tenants are being reponded to within a day,
sooner if urgent
2 Oversee operations to keep the Brightwater LLC image and customer service strong
3 Develop step-by-step protocols so staff can more quickly respond to tenant and prospective
tenant requests and maintenance as a standard
4 Serve as a supervisor in cases where cases are escilated by tenants or prospective tenants
5 Oversee quality control and make suggestions in areas that could use improvement
6 Assist in onboarding new properties and/ or new staff
7 Attend daily and weekly Teams meetings. See if new protocol references would be helpful
8 Assist the legal team in preparing court documents for upload
9 Review Buildium status to see if trends like past due accounts and unit turn over should be addresses
10 Make sure staff is billing back utility costs monthly
11 Question units that are vacant longer than 3 weeks to see if marketing, response times or price should
be changed
12 Maintain accurate records of all appliances for each property
13 Improve processes to increase productivity and customer service
14 Build and maintain repore with leasing, accounting, maintenance and property managers. Hold
the leasing and property managers accountable
15 Reduce the need for onsite efforts through vendor pictures, planning and systems
16 Setup all necessary Teams meetings and have them ready to start 5 minutes early

Fill in the Property Manager/ Leasing role as needed:
1 Take tenant calls and assess their needs/ trouble shoot help
2 Coordinate maintenance vendors and follow up to make sure work is comlete and satisfactory
3 Clarify job site for maintenance bills and coordinate with accounting to make sure correct
entity is billed and for the correct amount
4 Call for immidiate help in after hour emergencies
5 Keep to-do list and attend a short 9am daily meeting in Zoom
7 Track past due tenant for formal legal letters reminding them to pay
8 Track move in and out requests and make sure security deposits have been refunded and
turnover work coordinated and complete prior to tenant move in
9 Build and maintain vendor list
10 Track before and after photos with vendors and other records of maintenance
11 Send reminders to tenants for snow removal cordination and other notices by Buildium, texts
or calls
12 Review maintenance requests recommendations to owners for long-term and strategic
improvements
13 Answer after hour emergencies and snow removal coordination if needed
14 Give daily, monthly and yearly reports to owners
15 Stamp maintenance bills as they come in to approve maintenance work that has a bill is close to
their bid amount. This is done every Thursday
16 Answer leasing inquiries, coordinate showings and appliactions and send leases for signature
17 Refresh ---------- and ---------- weekly to maintain ad placement. Provide marketing insite
18 Utility bill back tenants monthly in Buildium according to their utility usage agreed in their lease
19 Respond to all Calls and return all calls within the day.
20 Maintain good records of conversations and work completed. Be able to train others for vacation time.

Executive Assistant
1 Build and document all company systems.
2 Hold all direct reports accountable.
3 Keep Ryan’s email up to date.
4 Record Ryan’s communication, decipher and make into process.
5 Teach, Delegate and push work down to proper individuals.
6 Cross train leaders
7 Recruit and Hire new leaders and staff
8 Set-up Quarterly VTO meetings with Ryan. Take all notes and facility goal planning and execution
9 Work with Book Keeper to produce Annual Reports
10 Create employee annual Compensation documents for all key employees. Leads and amanagers in all businesses

11 Review all Earth Class mail, File and ask Stacy for questions on unknowns
12 File Court Documents

Work Hours:
? 7 AM to 4 PM CST time Monday thru Friday, with a 1 hour lunch break

Training Schedule/Timeline:
Each Week the below items will be added each week until training is complete. Timeline may look
different than this. This helps establish clear communication and our expectation.
Week 1 Review layouts and apartment details. Help with Google Voice setup and learn Buildium, utility
bill- backs and the Igloo Lock System. Download and use Timeproof through onlinejobs.ph
Week 2 Learn Email and File Structure and Begin Taking Calls
Week 3 Review Buildium vacancies, past dues, lease renewals and other trends
Week 4 Review vendor list and research adding additional well-rated contractors. Look at improving
Google reviews of Brightwater LLC
Week 5 Discuss the budget to get a feel for capitol improvement budget ranges

Benefits:
? We expect employees to pay for Health insurance as part of the wage package. Additional compensation
or insurance is not provided.
? We expect employees to save part of their weekly salary for investment in their retirement funds
? 1 week of vacation time will be earned after training period. On Aniversary of employement this will go to two weeks. No more than 1 week of vacation can be taken at a time. 1 month notice for 3 or more days off. 1 week notice for 2 days off, 2 hour notice for missing a day of work.



Paid Holidays:
? New Year's Day (January 1st)
? Maundy Thursday
? Good Friday
? Memorial Day (Last Monday of May)
? Independence Day (July 4th)
? Labor Day (First Monday of September)
? Thanksgiving and Day after (Fourth Thursday of November)
? Day after Thanksgiving (Friday after Thanksgiving)
? Christmas Eve (December 24th)
? Christmas Day (December 25th)
? New Year's Eve (December 31th)

Reviews:
? Review will take place at the end of the training period
? Quarterly reviews for the first year
? Annual review with merit increase