Community Manager

Description

The Community Manager is responsible for all phases of the operation of the property. Including, but not limited to achieving the highest possible net operating income through the implementation of effective cost control and revenue improvement programs, the general administration and maintenance of the physical property, the supervision and direction of all personnel, and the financial operation of the property within approved budgetary guidelines.

I. FINANCIAL OPERATIONS AND REPORTING

A. Responsible for the management of the day-to-day operations of the property to meet cash flow objectives.

1. Maximize gross potential rent and minimize vacancy. This includes establishing rent concessions, lease parameters and commission schedules to meet the goals of the property owners.
2. Collect rent, adhering to company guidelines applicable to monthly income requirements including, but not limited to:
3. Daily bank deposits (as needed)
4. Input accounts receivable (rent checks) into OneSite daily.
5. Rent increases
6. Miscellaneous income accounts
7. Collection accounts and bad debt write-offs
8. Actively pursue delinquent accounts and proceed with eviction proceedings as appropriate and according to company guidelines. It is imperative that the Community Manager be versed and comply with local laws and mandates regarding such actions.
9. Accurately maintain necessary records of all financial transactions of the property, using the OneSite computerized system and manual systems. Responsible for the validation of all input including prospect, traffic, applications, leases, move-outs, deposits, accounts payable and closing reports. Ensure that the bookkeeping records remain updated and accurate at all times, including:

a) production and submission of required accounting items and reports

b) adherence to updated data

c) use of correct account codes and numbers

1. Oversee the accounting system “closing” each month, producing, analyzing, and submitting the applicable month-end reports. Accurately prepare and convey all operational and financial data to the Regional Manager in a timely manner with the assistance of the other members of the staff.
2. Prepare the property’s annual budget and business plan according to the guidelines set forth by the Regional Manager.
3. Comply with any income-restricted or affordable income program that exists or may exist at the property. This will require reading any applicable regulatory agreements and ongoing compliance with regard to the reporting process.
4. Responsible for any and all expenses incurred by the property. Monitor costs and schedule work within the established budget guidelines, notifying the Regional Manager of possible variations or budgetary recommendations. This will require:

a) Reviewing invoices for accuracy, and resolving any discrepancies or errors.

b) Appropriately coding accounts payable items as outlined by the accounting department.

c) Explore cost reduction opportunities as appropriate and implement as approved. Analysis should include both long and short-term benefits. Any modification with an expenditure required or policy alteration requires approval from the Regional Manager.

d) Approve all budgeted property expenditures. All purchases should be processed by Purchase Order.

e) Be responsible for and maintain the site petty cash account. A petty cash reimbursement request should be submitted when the funds are depleted to approximately $20.00, but no less than once per month.

This account should be used for purchases when a check is not appropriate.

1. Initiating the process and issuance of Security Deposit Refund checks to vacate residents within the laws and guidelines that govern your area. Using good judgment, aggressively pursue recovery of turnover costs.

II. MARKETING/LEASING

A. It is the responsibility of the Community Manager to orchestrate an organized, precise operational program for the property, including site files and records, tenant relations and office management.

1. Lease or supervise leasing of apartments by showing the models and/or available units and aggressively sell the products and services of the property to which you are assigned. Develop, refine and effectively implement excellent telephone and personal sales skills.
2. Review and approve all rental applications adhering to the restrictions as set forth in the Rental Criteria Sheet, with the utmost attention given to the Company’s nondiscrimination policy.
3. Train, motivate and supervise on-site employees in all leasing paperwork and techniques.
4. Be creative and innovative with regard to the marketing strategies to increase property traffic levels, maintain closing ratios, and exceed budgeted occupancy percentages. Review all marketing materials and ads including, but not limited to, brochures, newspaper advertising, social programs, move-in incentive programs and concessions.
5. Make every effort to work with or participate in local or neighborhood business associations or groups. Work with neighborhood businesses to establish a referral program as appropriate.
6. It is the responsibility of the Community Manager to keep abreast of any policy or law changes, which may occur in the area. It is the policy of this company to comply with any and all local and federal requirements with regard to the operation and maintenance of a resident housing project.

III. MAINTENANCE

A. Responsible for the ongoing physical upkeep and repair of the project. Maintain the property to the highest industry standards with regard to cleanliness and curb appeal. Continually inspect the property (weekly and/or daily) to discern areas for concern, both from the liability and aesthetic aspects. Ensure that residents are provided with a clean, safe, well-maintained community.

1. Supervise and direct the maintenance staff in both the ongoing and preventative maintenance programs with regard to the buildings, grounds, unit interiors and common areas.
2. Ensure that turnover units are prepared within 3-5 days after vacating, at standards at or above those in the area.

Train or provide for ongoing training for all maintenance personnel with regard to safety, industry updates and equipment or product services.

1. Supervise all outside vendors and subcontractors, including the acquisition of appropriate insurance or liability documentation. Any bids or contract work must be approved through the Regional Manager and require purchase order approval.
2. Comply with all legal requirements with regard to safety. This includes compliance with the ongoing safety program, meetings, training, repairs, and documentation.
3. Monitor maintenance requests, ensuring that all are addressed on a “on-call” basis, within 24 hours. The resident is to be notified if there will be a delay in the repair due to a part replacement, etc.
4. Adhere to all maintenance and purchasing directives as per memorandums or updates including, but not limited to:
5. Purchase order procedure
6. Stock and inventory control systems
7. Maintenance work orders and requests
8. Safety and loss prevention
9. Expenditure control systems and policies
10. Special or one-time maintenance items
11. Continually evaluate ways to improve services and facilities from the standpoint of quality, efficiency and economy including utilities, contracts for trash removal, air conditioning, pest control, grounds maintenance, etc.

IV. PERSONNEL

A. Community Manager is responsible for the hiring, training and ongoing supervision of the entire project staff. The Community Manager may delegate some duties to as appropriate, but the ultimate responsibility for the employee and his/her work performance is the Community Manager.

1. Enforce fair, nondiscriminatory policies and procedures with regard to the training and ongoing employment of the staff members at the property.
2. Provide proper employee orientation and training in accordance with the company’s policy.
3. Continually evaluate employee performance and perform written evaluations as outlined in the Employee Handbook. Make appropriate recommendations for salary, promotions, advancements or terminations.
4. Establish appropriate work schedules to best benefit the property and the employee. Approve time off requests and make required schedule modifications for adequate coverage.
5. Inform and assist staff members with regard to the benefits package. Direct them to the Human Resources Department as appropriate.
6. Post and update required governmental and employment information publications under the direction of the Human Resources Department.
7. Adhere to all company personnel directives as outlined in the Employee Handbook and other manuals.
8. Develop and keep updated an Emergency Policies and Procedures Manual. This manual should be reviewed no less than quarterly at a staff meeting, with appropriate documentation completed.
9. Conduct weekly staff meetings (entire staff or by department) giving employees the opportunity to provide input and suggestions. Use this opportunity to set long and short-term goals with the team members.

Provide the required accurate payroll information to the Human Resources Department according to the schedule and policies as set forth and updated.

Requirements

Reports to: Regional Manager

Supervises: Directly or indirectly supervises all staff members on the assigned property

Compensation: Exempt/salaried. Position not eligible for overtime. Incentive compensation plan based on individual property performance.

CRM Residential requires a background and drug screen as a condition of employment. A valid driving license and current automobile insurance are required. The position requires individuals to furnish their own vehicle to fulfill all of the job’s functions.

Qualifications:

1. Education: A college degree is suggested but not required. The position does require the ability to read and write English fluently, and the ability to perform advanced business mathematical functions.
2. Experience: Previous management experience in property management or related field is required, generally 3 years. Experience level may vary due to the special needs of the property.
3. HUD/Tax Credit Experience 3 years.
4. Skills: The position requires the ability to communicate well with people.

In addition, the position requires the following:

• Professional image
• Excellent management and communication skills
• Strong customer service orientation
• Good organizational and time management skills
• Strong administrative ability
• Excellent business mathematical skills
• Knowledge of on-site maintenance requirements including dealing with vendors and contractors

Licenses: A valid driver’s license and current automobile insurance is required. Real Estate Sales or Associate Brokers License (as required by the State).

1. Training: Prior training in budget preparations and analyzing reports, marketing, and human resource management if preferred. Completion of in-house training in the use of Real Page OneSite is required within the first 90 days of employment.
2. Attendance: Due to the property staffing limitations, it is extremely critical that the individual be able to work their scheduled hours plus any other hours necessary to complete the job. The position requires the ability to serve on-call, as scheduled or as necessary.
3. Equipment:
4. Position requires individuals to furnish their own vehicle to make bank deposits, pick up supplies and perform other duties as necessary. Individuals must have the ability to drive without jeopardizing the safety of residents or fellow employees.
5. The position requires individuals to wear appropriate career apparel.
6. The position requires the ability to enter data into a computer and generate printed reports.