Community Manager

Basic Functions:

Responsible for the successful operation, financial management, and maintenance of the properties according to the objectives of the property owners and Baldwin Real Estate Corporation. This position is responsible for 2 affordable housing communities (funded through Rural Development and/or LIHTC). Provide a habitable and safe property, which conforms to all health and safety laws and regulations. Manage property in accordance with all Rural Development, and/or HUD, and/or Tax Credit (all referred to as Agency/Program) rules and 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: 8:30 AM.-5:00 PM, Monday through Friday. Flexibility with start and end times. Rare, occasional weekend or evening hours may be required. Position is compensated on an hourly basis.

Relationships:

• Reports directly to Regional Property Manager and/or VP of Affordable Housing Management
• Cooperates with Site Maintenance Supervisor, and outside vendors
• Interfaces with Agency/Program staff/Investor and Owner as needed
• Maintains positive relations with residents, staff and vendors
• Maintains supportive relations with community, fire and police agencies

Key Goals:

• Ensure property follows the regulations outlined by Agency/Program.
• Understand long-range planning goals
• Maximize resident-retention
• Maintain property's emergency and risk management plan
• Operate within approved budget plan
• Update marketing plan annually—if required
• Implement and monitor efficient turnover program to ensure high resident satisfaction and retention
• Maintain good record keeping system
• Reduce liabilities, both physical and financial

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

A. Maintaining the Physical Asset

• Assist Maintenance Supervisor to prioritize maintenance service requests and work assignments, if needed, and follow-up with 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 following approved policies to fill vacancies within a target of 30 days or less from move-out
• Maintain and update waiting list in accordance with Agency/Program guidelines
• Review all applications for completeness
• Process rental applications, secure credit reports, verify income, assets, references
• Advise applicants of acceptance or denial accordingly, in compliance with fair housing laws, agency regulations and tenant selection plan
• Assist in preparation of advertising and marketing programs. Develop an outreach program to find qualified residents
• Maintain efficient and complete resident 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

D. Financial Reporting and Control

• Receive all invoices, review, approve, and bucslip for Regional Property Manager every two weeks.
• Prepare payroll reports for Regional Property Manager's approval every two weeks
• Implement purchases required for day to day operation under guidelines established by Regional Property Manager, 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 over $1000 or any capital improvement requires Regional Property Manager's 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 on matters affecting property issues
• Track receivables, send notices of delinquency, and work with Regional Property Manager regarding collections/evictions in accordance with NYS Law
• Participate in annual employee review process
• Assist in preparation of the annual operating budget
• Maintain polite, professional, and informative telephone communication
• Maintain professional personal appearance and presentation
• Participates in required training as defined by company- webinar or classroom setting- this may require occasional travel
• Additional tasks as may be assigned