HR Manager

About Us

OPTIMAL is a property management support company that works with real estate investors and property managers across North America, helping them achieve Time, Financial, and Location freedom through the implementation of remote property management techniques with back-office management and fulfilment.

Our Leadership Team is made up of Ex-Big 4 Accounting and Consulting professionals as well as property managers who have experience managing commercial and residential portfolios for the likes of Blackstone and Prologis as well as your local property management firm.

About the Role

An HR Manager is a strategic leader responsible for overseeing all aspects of human resources practices and processes within the property management function . They serve as a vital bridge between organizational management and employees, ensuring that people strategies align with business goals. Their core objectives are to attract and retain the right talent, foster a positive and productive workplace culture, and maintain systems that ensure compliance and support organizational growth.

The role has evolved beyond its traditional administrative personnel scope into that of a strategic business partner actively contributing to decision-making, workforce planning, and the overall success of the property management operations.

Skills and Qualifications

• Leadership & People Management: At least 5 years experience in the leadership role. Strong ability to lead, mentor, and develop Team Members.
• Strategic Thinking: Capability to align HR strategies with business objectives.
• Client Relationship Management: Proven ability to build and maintain strong client partnerships.
• Communication Excellence: Superior verbal and written communication skills.
• Organizational & Multitasking Skills: Ability to manage multiple HR functions efficiently.
• Attention to Detail: High accuracy in managing Team Member records and HR compliance matters.
• Confidentiality & Ethics: Commitment to maintaining strict confidentiality of team members and company information.
• Tech-Savvy: Proficiency in HR software, payroll systems, MS Office, and other HR-related tools.

Main Responsibilities 1. Strategic Timesheet & Attendance Management

Review & Approval: Oversee submitted timesheets for accuracy and completeness, ensuring proper attendance tracking and compliance with company policies.

Error Handling & Corrections: Promptly address discrepancies, ensuring accurate record-keeping and payroll processing.

Payroll Integration: Ensure seamless integration of approved timesheet data into the payroll system, maintaining accurate Team Member compensation.

Data Analytics & Reporting: Generate analytical reports to gain insights into team productivity, attendance trends, and project efficiency.

2. Insightful Performance Monitoring

Productivity Assessments: Conduct periodic reviews of screenshots and system logs to evaluate Virtual Property Manager (VPM) efficiency, consistency, and stability.

Process Optimization: Identify areas for improvement and implement strategies to enhance Team Member performance and productivity.

Team Member Engagement: Proactively support and develop strategies to maintain a high-performance culture.

3. Advanced Recruitment & Onboarding

Talent Acquisition Strategy: Develop and implement recruitment strategies to attract top talent.

Job Posting & Candidate Sourcing: Create and manage job postings on various platforms, leveraging multiple sourcing techniques.

Interview Coordination: Streamline the interview process by aligning candidates with key stakeholders.

Onboarding Excellence: Design and execute a structured onboarding program to ensure a seamless transition for new hires.

Assess current and future staffing needs based on business goals, workload demands, and projected growth.

4. Comprehensive Records & HR Data Management

HR Data Integrity: Maintain accurate and up-to-date Team Member records, including job history, performance evaluations, and compliance documentation.

Database Management: Ensure all Team Member information is consistently and correctly recorded in the HR database for efficient reporting and auditing.

Document Control: Oversee the organization and secure storage of HR-related documents.

5. Payroll & Client Invoicing Administration

Payroll Oversight: Assist in payroll preparation, ensuring accuracy in absences, bonuses, and leaves.

Financial Accuracy: Validate and cross-check timesheets, payroll data, and client invoicing details to prevent discrepancies.

Contract Compliance: Ensure client-related data, including pricing, company names, and contract details, align with agreed terms.

6. Team Member Relations & Engagement

HR Advisory Role: Act as a point of contact for Team Member inquiries regarding policies, procedures, and HR programs.

Conflict Mediation: Facilitate the resolution of Team Member concerns, grievances, and minor disputes.

Culture Development: Implement initiatives that foster a positive work environment and enhance Team Member satisfaction.

7. Compliance, Policy Implementation & Workplace Standards

Regulatory Compliance: Ensure adherence to HR policies and labor laws, reducing compliance risks.

Process & Policy Enhancement: Develop, update, and enforce company policies while identifying areas for improvement in HR processes.

Professional Work Environment: Uphold workplace professionalism standards, ensuring team members maintain a presentable and professional setup.

8. Administrative & HR Support

Strategic Meeting Coordination: Schedule and manage HR-related meetings, facilitating discussions between leadership, Team Members, and clients.

HR Reports & Presentations: Prepare detailed HR reports, dashboards, and presentations for management, offering insights and recommendations.

9. Performance Management & Team Member Development

Performance Review Facilitation: Assist in implementing performance appraisal processes and goal-setting strategies.

Feedback Analysis: Collect and organize performance feedback, enabling data-driven decision-making for talent development.

Training & Career Growth: Develop training programs that support career progression and continuous learning.

10. In-Country Banking & Legal Relationships

Establish and maintain strong relationships with in-country banking partners to facilitate smooth financial transactions.

Engage with in-country attorneys for legal guidance on HR matters, labor laws, and compliance requirements.

Ensure contracts, employee agreements, and HR policies are legally sound and up to date.

11. Client-Facing Meetings & Relationship Management

Client Engagement: Act as a key HR representative in client meetings, building and maintaining strong relationships.

Follow-Ups & Issue Resolution: Regularly follow up on client concerns, addressing HR-related queries and ensuring seamless collaboration.

Strategic Client Support: Provide HR insights to clients, ensuring alignment with workforce planning and compliance requirements.

Work & Benefits Package:

• Based on a 40-hour work week.
• 10 Paid Days Off (Approved same day or next day by HR)
• 6 Paid Holidays (Based on Filipino Holidays)
• HMO (Comprehensive Medical & Dental - 100% Paid for by Company)
• Independent Work Environment
• Time: 8 am CST - 5 pm CST (Managing U.S Based Clients)

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