Assistant Community Manager - MHP

Birtcher Anderson & Davis Associates, Inc.

Job Description

SUMMARY 

Assists the Community Manager by performing the following duties personally or through others.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Financial Control/Reporting

Establish and maintain vendor and accounting files;

Assists with all accounts payable with regard to invoice accuracy, vouchering, coding, input, and filing. Invoices should be processed weekly to assure prompt payment.

Review and input all cash receipts accounts receivable on a daily basis. All delinquencies are to be reviewed by the Community Manager. Contact tenants regarding delinquencies and discrepancies;

Prepare all recurring, nonrecurring, miscellaneous tenants' billings, and maintenance forms approved by Community Manager.

Run tenant inquiries, delinquency dispositions, miscellaneous tenant reports, and monthly accounting related reports as needed for monthly Property Status report;

Responsible for completion of vendor forms and monthly reports and, in addition, the monitoring and control of vendor and tenant insurance certificates, tenancy/vacancy survey and maintenance contracts;

Distribute / mail tenant statements at end of the month; prepare adjustments to tenant statements for approval by Community Manager.

Assist Community Manager with preparation of monthly property reports.

Assist the Community Manager with annual budget preparation.

Administrative:

Answer telephone and give information to callers or route calls to appropriate person including tenant maintenance requests and dispatch;

Route incoming mail and attach appropriate file to correspondence to be answered by Community Manager.

Establish comprehensive lease and operational files which contain all addendum and tenant correspondence in accordance with standard company file system;

Compose and type correspondence and reports;

Make copies of correspondence and other printed matters;

File correspondence and other records;

Prepare outgoing mail, overnight packages, courier packages, etc.

Provide clerical support to Community Manager.

Schedule use of shared conference room and common area.

Marketing and Resident Relations:

Must be familiar with the Mobile Home Residency Law (the “MRL”, California Civil Code Section 798) and the park’s Rules & Regulations.

Prepare for Community Manager's review any required lease documentation.

Prepare and publish monthly newsletters to promote goodwill and provide valuable information to the tenants.

Assist in the tenant move-in process;

Provide tenant with orientation package as direct by the Community Manager; send tenant move-in gifts, etc., as appropriate.

Assist in preparation of accounting forms as requested by Community Manager.

Assist with planning and execution of community/resident social events, as needed.

Operations and Maintenance:

The Assistant Community Manager should be knowledgeable of Birtcher Anderson & Davis’ policies and procedures which affect the day-to-day operations.

Assist Community Manager with vendor/contractor bid selection. Prepare new maintenance contracts and P.O's for all vendors based on the accepted proposals;

Assist Community Manager in supervising both contract and non-contract building services. Non-contracts services may include supervision of maintenance personnel;

Respond to tenant concerns and take appropriate action. Maintain log of tenant problems and corrective actions. Follow-up with tenant to confirm completion of improvement work to professional standards;

Report significant operational problems to Community Manager.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or GED required; Associate's (AA) degree or equivalent from two-year college or technical school preferred; or five (5) years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional’s journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Utilize creative problem solving techniques.

OTHER SKILLS AND ABILITIES

Computer Skills: Office 365; MRI, Avid Exchange, Adobe Acrobat

Strong communication skills, both oral and written.

Strong organization and people skills;

Must be detail-oriented, flexible, and multi-task oriented;

Creative problem solving techniques;

Ability to appear for work on time;

Ability to follow directions from a supervisor;

Ability to interact well and professionally with co-workers and customers (includes tenants, vendors, etc.);

Ability to understand and follow posted work rules and procedures;

Ability to accept constructive criticism

Ability to handle stress

Ability to lead and manage others.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. Hearing is required due to telephone and greeting duties. Repetitive hand/finger motion and close vision work are required due to the use of the computer. The employee occasionally must climb or balance, stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds.