Job Description
DUTIES AND RESPONSIBILITIES:Conduct all business in accordance with company policies and procedures, state and federal laws; e.g., OSHA, ADA, Fair Housing, Fair Credit Reporting Act, and all other laws pertaining to apartments.
·Must have complete knowledge of Fair Housing Compliance laws by completing the Grace Hill online training as well as watch the four CLASS Leasing DVD’s within the first 90 days of employment.
· Must have complete knowledge of lease contract, application and other addenda.
· Must have complete knowledge of TriNet’s policy and procedures as outlined in the Employee Handbook.
·Must immediately notify his or her immediate supervisor of any illegal conduct by a vendor, resident or other employee.
Financial
·Demonstrate ability to understand financial goals, operate asset in owners’ best interest in accordance with Policies & Procedures Manual.
·Maintain accurate records of all community transactions and submit on timely basis (i.e., rent rolls, delinquency reports, move-in/move-outs, etc.).
·Prepare annual budgets and income projections in a timely and accurate manner.
·Ensure that all rents and late fees/check charges are collected, posted and deposited in a timely manner.
·Generate necessary legal action, documents and process in accordance with State and Company guidelines.
·Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.
·Ensure that A/P invoices are submitted to the corporate office for payment, handle petty cash and all funds.
Leasing
·Ensure property is rented to fullest capacity.
·Utilize marketing strategies to secure prospective residents.
·Confirm that leasing staff techniques are effective in obtaining closing.
·Confirm that leasing staff gather information about market competition in the area and file.
·Continually monitor and analyze traffic logs, conversion ratios, budget guidelines, renewal information, marketing data, etc., to be able to give up-to-date and proper information when requested by others.
·Represent the company in a professional manner at all the times.
Administrative
·Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow.
·Confirm all leases and corresponding paperwork are completed and input into RealPage/OneSite System accurately and on a timely basis.
·Ensure current resident files are properly maintained.
·Ensure all administrative paperwork is accurate, complete and submitted on a timely basis.
·Lead emergency team for community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity on community, employee/resident injuries, fires, floods, freezes, etc.).
Resident Retention
·Deal with resident concerns and requests on timely basis to ensure resident satisfaction with management.
·Develop and/or implement resident retention programs (i.e., resident functions, special promotions, monthly newsletters, etc.).
·Ensure distribution of all company or community-issued notices (i.e., bad weather, emergency, etc.).
·Consistently implement policies of the community.
Personnel Management
·Consistently use successful techniques and company directives to screen, hire, orient and train new personnel.
·Ensure efficiency of staff through ongoing training, instruction, counseling and leadership.
·Plan weekly/daily office staff schedules and assignments.
·Coordinate maintenance schedule and assignments with Maintenance Supervisor.
·Administer action plans consistently, and on a timely basis with performance problems. Document appropriately, communicate situation supervisor, Human Resources Director, and terminate properly when necessary.
·Provide support to staff to encourage team work and lead as an example in creating a harmonious environment.
·Ensure all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.).
Maintenance
·Maintain community appearance and ensure repairs are noted and completed on timely basis. This requires regular community inspections and tours.
·Assure quality and quantity of market ready apartments.
·Ensure that models and market ready apartments are walked daily and communicate any service related needs to maintenance.
·Ensure that all service requests are recorded and communicated appropriately to maintenance.
Safety
·Learn and ensure compliance with all company, local, state and federal safety rules.
·Ensure that unsafe conditions are corrected in a timely manner.
·Direct staff to follow a “safety first” principle.
Supervises
Supervises entire on-site staff (i.e., Assistant Community Manager/ Bookkeeper, Leasing Coordinator, Leasing Consultant(s), Community Service Supervisor/Assistant Community Service Supervisor, Service Technician(s), Make-Ready Technician(s), Groundskeeper(s), Painter(s), and Housekeeper(s))
QUALIFICATIONS
·College degree required.
·Position requires a minimum of 2 years on-site as a Leasing Consultant and/or Assistant Community Manager; will consider 3 years supervisory experience in a customer service related business with appropriate certification(s).
·Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
·Effectively convey ideas, images and goals to a diverse group of personalities.
·Must possess a positive attitude.
· Achieve Fair Housing certification prior to interaction with prospects or residents.
·Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as community software applications.
·Knowledge of OSHA laws and regulations.
·Participate in training in order to comply with new or existing laws.
·Be able to work evenings and weekends.
·Present self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community.
·Comply with expectations as demonstrated in the Employee Handbook.
·Successfully pass a drug test.
Work Hours: Employees must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or writing) to employees.
·Attendance is an imperative job function.
·Full time, exempt (ineligible for overtime) with flexible work week that may include holidays or weekends.
·Must be available for emergency response 7 days a week.
PHYSICAL REQUIREMENTS
• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 50% of time spent on feet and 30% sitting at desk.
• Have frequent need (33% to 66% of the time) to perform the following physical activities:
Bend/Stoop/Squat Pick up litter, filing
Climb Stairs Show and inspect property
Push or Pull Inspect and show property, open and close doors
Reach Above Shoulder Inspect property, store/retrieve supplies
•Have frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting property and presenting property.
•Constant need (66% to 100% of the time) to perform the following physical activities:
Writing/Typing/Data Entry Corporate/inter-office/resident communication
Grasping/Turning Telephone/doorknob use
Finger Dexterity Operation of office equipment
•Lifting/Carrying (paperwork, deliveries, files, miscellaneous):
Over 25 lbs. Rare need (less than 1% of the time)
20 lbs. – 25 lbs. Occasional need (1% to 33% of the time)
Less than 20 lbs. Frequent need (33% to 66% of the time)
Under 10 lbs. Constant need (66% to 100% of the time)
DRIVING/TRAVELING REQUIREMENTS
•Frequent need (33% to 66% of the time) to utilize personal transportation to inspect apartment property and surrounding neighborhood, make trips to the bank, visit the corporate office.
•Must have and maintain a valid driver’s license and automobile insurance.
•Must be able to properly operate a golf or club car.
REASONING DEVELOPMENT
•HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action. Must effectively convey ideas, images and goals to a diverse group of personalities.
EQUAL OPPORTUNITY EMPLOYER
