Irrigation Division Manager - Orlando

JOB OBJECTIVE:

The Irrigation Division Manager is responsible for the day-to-day operation of field jobs generated by the Company for the Irrigation Division. Work closely with irrigation technicians and Company management to ensure the highest standard of property maintenance and interaction with property managers and property owners as possible. Irrigation Division Manager reports directly to: Vice President of Field Operations.

MAJOR DUTIES AND RESPONSIBLITIES:

Coordinate and attend on-site meetings with property managers and/or property owners to assist with necessary repairs, installations and/or any other requests for direct contact with parties involved in the supervision of the properties under contract and/or to be placed under contract with the Company.

Compile monthly management reports requested by clients and to inform Company management.

Coordinate with office staff, technicians and/or contractors all repairs, maintenance and emergencies to property including: development of specifications, parts pricing, solicitation of bids, labor allocation and organization of proposals and work order completions to be provided to the clients.

Assist property managers and/or property owners with the development of annual irrigation budget, if requested.

Delegate and supervise regular inspections of properties in accordance with required standards of Company contracts with clients. Supervision of contract scheduling and follow through will include Orlando and Tampa location contracts.

Respond to requests and complaints of property managers and property owners in writing or by telephone in a timely and courteous manner.

Be knowledgeable of all federal, state, and local rules and regulations affecting the client's lawful operation of their irrigation systems.

Review and approve all bills to be paid by property owners and coordinate their collection with Administration & Finance administrators and executives.

Coordinate necessary information and assist with other divisions of the Company as required.

Consult on special projects outside contracts as required. Obtain approval for any irrigation expenses and labor to be charged outside of contractual amounts. The manager will check with supervisor prior to committing labor resources for any contracted work. All proposals submitted will be approved, either verbally or in writing, in accordance with the designated arrangements made upon execution of the contract(s).

Report all accidents and injuries to the Vice President of Field Operations and Human Resources Generalist immediately. A completed Accident Report shall be filled out completely and turned in to the Vice President of Field Operations within 24 hours.

REQUIRES SKILLS, KNOWLEDGE AND ABILITIES:

Ability to relate well with people, individually and in groups.

Basic office skills, composing letters, organizing, evaluation, planning, typing, etc. Full understanding and use of Microsoft WORD and Microsoft EXCEL. Ability to be trained to execute operations including scheduling, issuing tickets and compiling data from job completions using Company proprietary software.

Knowledge in laws relating to green industry standards as they relate to irrigation.

Supervisory and administrative experience as demonstrated upon application to the Company.

Understanding of basic financial reports and meeting procedures required by the Company.

CLIENT RELATIONS

COMMUNICATION

• Please provide prompt response and follow up to property managers, property owners and Employees of the Company. This is a top priority of the company.
• Provide the contract administrator with telephone and emergency numbers to property managers and any other designated contacts. Provide your contact information to these contacts in return.
• Most importantly...BE FRIENDLY, DO A GOOD JOB, BE RESPONSIVE, KEEP COMMUNICATIONS OPEN.

INSURANCE

• Obtain fidelity bonds, certificate of insurance, notice of commencement (Notice of Commencement needed for work orders of $2,500 or more) and/or W-9 for all CONTRACTORS before hiring. Coordinate with Vendor administrator.
• Baker entities should be additional insured on insurance certificates provided.
• Contractors without W/C insurance shall be referred to the Executive Vice President of Administration for approval.

CONTRACTORS/EMPLOYEES

BIDDING

• Determine when bids from Outside Services are needed (documents, etc.)

• Specifications with property managers and owner's guidance AND approval in writing (when required)

• Verify contractor qualifications

• insurance (liability and workers compensation)

• licenses

• references

• get deposit with contractors that are one off clients

• Oversee and verify quality and completion of work

• Coordinate invoicing with Irrigation Division Assistant Manager

SUPERVISION

• Daily inspection of crew jobs on site including hands on work.
• On the job training to update and reinforce the work of technicians.
• Evaluate job performance periodically especially prior to annual reviews.

ACCOUNTING AND FINANCE

COLLECTIONS

• Coordinate contact with property manager/owner for accounts past due more than 90 days with the Collections administrator.
• Provide information to management team on whether further action for collection would be warranted and recommended.

MONTHLY MEETINGS AND REPORTS

• Be prepared to provide a management report including productivity evaluation for monthly meetings. Assistance can be provided by the President/Chief Financial Officer.
• Productivity reporting should include number of hours budgeted, hours worked, revenue goal and actual revenue for the period of reporting.
• Discuss problem properties and accomplishments for the period.
• Reveal outstanding proposals, significant work orders pending and new business being pursued.

MUST CONSULT WITH SALES DIVISION BEFORE PRESENTING PROPOSED BUDGET CHANGES

• Annual - Coordinate with Property Manager/Owner and Sales Division
• Notify contract administrator and Salesman when changes occur in the budget

ADMINISTRATIVE RESPONSIBILITIES

COORDINATION

• Coordinate expenses for your division regarding supplies and expenses for general office with Office Manager for issuance and procedures
• Coordinate your daily schedule with Vice President of Field Operations and keep Irrigation Division Assistant Manager informed of changes
• Coordinate your purchase orders for inventory with Vice President of Field Operations and Chief Financial Officer and keep Irrigation Division Assistant Manager informed of purchases in order that inventory can be logged into the system and updated.
• Coordinate irregular purchases with Vice President of Field Operations and Chief Financial Officer. Invoices are to be coded, authorized and payment coordinated with Vice President of Administration.

RECORD KEEPING

PROPERTY FILES

• System checks and work orders closed daily.
• Accurate inventory control, parts purchasing and use per job.
• Schedule system checks monthly and update work order and service reports for clients daily.

FACT SHEET

Maintain facts for each property. This would include basic information for quick reference including schematic diagrams of irrigation zones, clock locations, keys required, combinations, etc. All zone maps can be downloaded in the database for access by technicians, administration and management personnel.

MANAGEMENT CONTRACTS

Evaluation of service contract should be made periodically in order to keep up with the costs associated with regular system checks and recurring maintenance issues. Minimum allowance for on site repairs during system checks should be pursued with all clients.