Property Manager - Benefit Test Company

Community Manager

(Reports to Regional Manager)

Responsible for all activities and operation of the property.

Duties:

Financial

• Collect and posts rent daily, send all delinquency correspondence on designated dates according to policy, enforce policies and take proper action when delinquency occurs.
• Monitor bad debt write-off and submit for collection. Analyze rents by shopping competition regularly and Establish and implement rental rate increases.
• Set renewal lease increases.
• Process Statement of Deposit Account paperwork.
• In conjunction with the Corporate Office, implement and monitor marketing plans, which include media advertising, corporate outreach, signage, etc.
• Monitor the results of any marketing and sales efforts.
• Prepare Market Survey Reports and ensure accuracy.
• Prepare marketing plans and resident profiles as requested by the Regional Manager.
• To show and lease apartments and to portray the desired image.
• Assist with prospect and resident questions and concerns.
• To have complete knowledge of the product and area, including knowledge of the competition (i.e. rent amounts, concessions, amenities, and traffic).
• Qualify applicants according to policy.
• Train on-site personnel in resident services and instill the importance of resident retention.
• Make recommendations for leasing programs to Regional Manager to enhance leasing efforts.
• Ensure all employees strictly adhere to Fair Housing Laws and Occupancy   guidelines as well as ADA guidelines.
• To keep a dedicated and effective staff.
• To train, supervise and motivate personnel.
• Develop and maintain quality hiring and evaluation procedures consistent with the Company and requirements.
• Coordinate and direct the daily routine.
• To provide a challenging and rewarding work atmosphere.
• Devise staff schedules and approve time-off request insuring appropriate property coverage.
• Instill and uphold company policies.
• Insure that all personnel project a professional image and adhere to dress code policy.
• Lead by example, enforcing all rules in the Procedures Manual.
• Managers can delegate work assignments but must follow up to make sure task were completed in a timely manner.
• Coordinate the daily activities of Maintenance Personnel to ensure proper response to maintenance requests, preparation of market ready vacancies, and the overall quality of the community appearance.
• Coordinate and monitor prevention maintenance schedules.
• Insure that all service requests are completed satisfactorily and in a timely manner and follow up is conducted.
• Inspect all units with resident at move-out and accesses damage.
• Inspect the property weekly to detect potential problems and insure proper upkeep.
• Interact with contractors and vendors, as necessary, to complete projects in a satisfactory manner.
• Respond immediately to any emergency situation. Maintain proper key control.
• Inspect curb appeal, offices and models daily.
• Analyze signage and inspect daily.
• Monitor the expense of operating the property and be cost effective.
• Adhere to budget guidelines.
• Review monthly accounting reports with Regional Manager; discuss and document discrepancies.
• Review monthly operating statements and implement plans of action to optimize site profitability.
• Maintain a comprehensive organized system of office records, books, accounts and files of the operation of the community.
• Review all applications for residency for approval or denial.
• Follow up with applicant regarding approval/denial.
• Document, in detail, reason(s) for denial and attach to application.
• Properly complete incident reports and correspond with the corporate office accordingly.
• Prepare and ensure the timely submission of the necessary forms and reports to keep the Corporate Office informed on the activities of the community.
• Inform answering service which staff members are on call to handle after hour calls.
• Prepare the annual operation budget and business plan for review with the Regional Manager.
• Keep Regional Manager informed weekly of property issues, employee issues and pending projects.
• When situations arise that you are not sure how to handle or what to do, please contact the Regional Manager. If the Regional Manager is not available, please contact the President of Easlan Management.
• Open communication with the Regional Manager is a must. The Community Manager must notify the Regional Manager if projects and paperwork can not be completed each week.
• Perform and document interior and exterior physical inspections as required by the Regional Manager, Regulatory Agencies, insurance company or financial institutions.
• Perform inspections on vacant units weekly and make sure contractors are scheduled.
• Items concerning health and safety issues are to be reported immediately with a plan of action for correction.
• Submit quality leads on properties that are potential fee management contracts to the Regional Manager and the President.
• Communicate the training needs of the on-site personnel to the Regional Manager.
• Continually train and develop the on-site personnel in all facets of property management thereby providing an opportunity for additional responsibilities.
• Collect, calculate, and sign payroll for each employee on the property.
• Perform any other duties as outlined by Regional Manager.

Resident Relations

·         Provide a safe, healthy, enjoyable community.

·         Enforce rules and policies necessary to accomplish the aforementioned.

·         Ensure the satisfaction of the residents of the community by providing quality services (i.e. interior and exterior corrective and preventive repairs) to provide unparalleled management service. 

·         To be available to address resident concerns and monitor all resident correspondence handled by staff members. Review all notices to vacate to determine the cause.

·         Contact each resident who have given notice in an effort to renew the lease.

·         Keep the Regional Manager informed regarding resident relations, correspondence, and calls concerning resident issues.

Marketing

Leasing

Personnel

Maintenance

Expense Control

Administrative

Physical

Business Development

Professional Development

Payroll

Daily Duties

Summary:    

• To maintain the day to day operations of the apartment community according to the standards and policy set forth by the Company.
• To keep the Regional Manager informed weekly regarding the financial and physical condition of the assigned property. Inform the Regional Manager weekly of the status of pending property issues, pending projects or employee issues.
• To ensure the Owner’s objectives are realized within the approved scope of authority.
• To communicate policies to the on-site staff in a clear manner providing adequate guidelines by which to work.

     To maintain high occupancy with the maximum rental income.

The Community Manager plays an important role in the execution of work performed by the on-site staff. Their job does not end with giving instructions or handing out paychecks. This is a person in whom the Company and the residents have placed their trust and confidence.  The Community Manager is a consistent source for information, advice, guidance, and encouragement.

Communication is a vital component to building a successful management team. The Community Manager must try to help where needed while being fair to all. They are trained to know and enforce policies and rules impartially.