Community Manager

Basic Functions:

Responsible for the successful operation, financial management and maintenance of the property, according to the objectives of the property owners and Baldwin Real Estate Corporation. Provide a welcoming and safe property, which conforms to all health and safety laws and regulations. Manage property in accordance with all housing, and employment laws. Ensure staff compliance with all company policies and procedures maintaining high standards of conduct whenever performing company or property business.

Relationships:

• Reports directly Executive Vice President of Baldwin Real Estate Corporation.
• Cooperates with Site Maintenance Supervisor, and outside vendors
• Maintains positive relations with residents, staff and vendors
• Maintains supportive relations with community, fire, police, housing and government agencies

Key Goals:

• Maintain long-range planning approach
• Maximize resident-retention
• Maintain property's emergency and risk management plan
• Operate within approved budget plans
• Update marketing plan annually
• Implement and monitor efficient turnover program to ensure high resident satisfaction and retention
• Maintain good recordkeeping system
• Reduce liabilities, both physical and financial

Description of Responsibilities and Typical Work Activities (Not limited to:)

A. Maintaining the Physical Asset

• Assist Site Maintenance Supervisor to prioritize maintenance service requests and work assignments, if needed, and follow-up with Site Maintenance Supervisor to assure proper completion.
• Make periodic inspections of each building and common grounds (minimum weekly)
• Evaluate maintenance operations periodically to determine cost-efficiency
• Conduct annual apartment inspection, record results, and coordinates all required repairs with Site Maintenance Supervisor

B. Marketing and Leasing

• Lease units quickly and efficiently. Vacancies should be filled within 15 days from move-out.
• Review all applications for completeness and then process the rental application, including securing credit report, previous landlord references, and income and asset verifications for each applicant. Advise applicants of acceptance or denial accordingly, in compliance with fair housing laws. 
• Maintain and update waiting list. 
• Assist in preparation of advertising and marketing programs. 
• Maintain efficient resident and property files in site office.
• Oversee the completion of initial lease preparation and lease renewal

C. Tenant Management

• Educate staff and residents concerning health, safety, police and fire issues
• Monitor compliance with all turnover and make-ready procedures

D. Financial Reporting and Control

• Receive all invoices, review, approve, and invoices for Executive Vice President’s every week.
• Prepare payroll reports for Executive Vice President’s approval every week 
• Implement purchases required for day to day operation under guidelines established by Executive Vice President, and within owner-approved budget guidelines
• Deposit rents and security deposits in bank in a timely fashion (min. weekly). Provide detailed deposit records to main office accounting department
• Prepare purchase orders and authorize within budget constraints (any purchase order over $200 requires Executive Vice President’s signature)
• Record monthly utility usage and implement cost-efficiency wherever possible 
• Maintain petty cash fund, and provide proper receipts for all expenditures

E. Administration

• File reports and maintain communication with Executive Vice President on matters affecting property issues
• Track receivables, send notices of delinquency, and work with Executive Vice President regarding collections/evictions
• Participate in annual employee review 
• Assist in preparation of the annual operating budget
• Maintain polite, professional, and informative telephone manner
• Maintain professional personal appearance and presentation