Community Manager

Description

Basic Function: 

Under direction of the Regional Property Manager, this position will assist with the successful operation, financial management and maintenance of the assigned properties according to the objectives of the property owners and Baldwin Real Estate Corporation. Provide habitable and safe properties, which conform to all health and safety laws and regulations. Manage properties 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.

Payroll: Full time position - normally 7:30 AM to 4:00 PM Monday through Friday (with ½ hour unpaid lunch break daily). Position is compensated on a salary basis. Consistent hours may be changed with approval, as long as an 8 hour day is worked. 

Key Goals:

• Understand long-range capital improvement plans 
• Maximize resident retention
• Maintain property’s emergency and risk management plan
• Maintain good record keeping system
• Assist in implementing and monitoring efficient turnover program to ensure high resident satisfaction and retention. 
• Reduce liabilities, both physical and financial 
• Operate within approved budget plan
• Update marketing plan semi-annually

Relationships:

• Reports directly to Regional Manager
• Assists Community Managers (other than own assigned property) with day to day operations and maintains positive relationship and leadership role
• Maintains positive relations with residents, staff and vendors
• Maintains supportive relations with community, fire and police agencies
• Cooperates with Site Maintenance Supervisor, and outside vendors

Maintaining the Physical Asset

• · Assist Site Maintenance Supervisors (in conjunction with other community managers assigned) 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 at assigned site and quarterly at other assigned locations)
• · Evaluate maintenance operations periodically to determine cost-efficiency
• · Conduct annual apartment inspection at assigned site, record results, and coordinates all required repairs with Site Maintenance Supervisor. Understand results of these inspections at other communities.  
• · Assist with or enter all work requests into Boston Post- ensuring close out of same

B. Marketing and Leasing

• Lease units quickly and efficiently following approved policies to fill vacancies within 30 days from move-out. Assist at other locations to make this happen (barring excessive snow for long periods or financial restrictions/issues)
• Maintain and update waiting list per government regulations
• Maintain compliance with USDA/LIHTC/HUD move in files and annual/unscheduled/interim tenant income certification files. 
• Review all applications for completeness and then schedule credit checks and conviction reports. Process rental applications, secure credit reports, and criminal checks for each applicant. Advise applicants of acceptance or denial accordingly, in compliance with USDA, LIHTC/HUD and fair housing laws.
• Assist in preparation of advertising and marketing programs. Develop an outreach program to find good qualified residents.
• Maintain efficient lease and property files in site office

C. Tenant Management

• Educate staff and residents concerning health, safety, police and fire issues
• Monitor compliance with all turnover and make-ready procedures
• Process damage claims and requests for return of security deposits to main office accounting (HUD sites)

D. Financial Reporting and Control

• Receive all invoices, review, approve, and enter in Nexus (or others enter) for Regional Property Manager/Vice President every week.
• Prepare payroll reports for Regional Property Manager/Vice President approval weekly
• Implement purchases required for day-to-day operation under guidelines established by Regional Property Manager/Vice President, and within owner-approved budget guidelines
• Deposit rents and security deposits in bank in a timely fashion (minimum twice weekly- in some instances daily). Record payments to resident accounts and/or community receipts in Boston Post
• Provide detailed deposit records to main office accounting department
• Prepare purchase orders and authorize within budget constraints (any purchase order over $750 requires Regional Property Manager/Vice President approval), exempting utility or recurring contracts. All installs of flooring, appliance purchase, and major contracts require approval.
• 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 Regional Property Manager/Vice President on matters affecting property issues
• Track receivables, send notices of delinquency, work with Community Managers to do same and work with Regional Property Manager/Vice President regarding collections/evictions
• Participate in annual employee review 
• Assist in preparation of the annual operating budget/s
• Maintain polite, professional, and informative telephone manner
• Maintain professional personal appearance and presentation