Community Manager job functions

POSITION SUMMARY

The Property Manager is the direct representative of AGPM to the public and the key link on which success of the property depends. The Property Manager has authority over the property to effectively use available resources, including on-site personnel, in order to accomplish the job responsibilities. Promoting good resident relations, adhering to fair housing laws and standard accepted business practices, is a prime responsibility of each AGPM employee. We offer first-class service to each and every resident. In fulfilling the job responsibilities of Property Manager, always keep in mind that we are here to meet the needs of our residents. The day-to-day duties and responsibilities of all on-site personnel will overlap. It is important to understand that all personnel must function as a team. Don't look for what is not your job responsibility; rather, determine what you can do to support the team effort. The Property Manager is responsible for supervision of the on-site staff

 

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

 

Financial

  • Follow a budget, write purchase orders, obtain approvals on overages, when needed, code and submit bills for payment, submit a monthly variance report.

  • Reduce Vacancies - Residents are the lifeblood of a unit operation and a Property Manager must have the ability to attract prospective residents to the community, show and sell vacancies, and collect the rents (or see that the staff can accomplish this).

  • Reduce Turnover - A move-out may well cost more than the profit from one year of occupancy. Clean-up costs, repairs, refurbishing, advertising, and income loss all add up quickly. The second major area, therefore, is the continual reselling of present residents to reduce turnover. This means delivery of promised services - and immediate acknowledgment of complaints and requests, and follow-up with prompt action.

  • Control expenditure and income according to approved budget and prepare annual budget for submittal and approval.

 

Maintenance

  • Reduce Maintenance Costs - The major expenses that can be reduced are maintenance costs. The Property Manager must apply: Knowledge - Many appliance failures can be corrected with the very basic knowledge of reset buttons, plugs, and switches. Clear descriptions of repairs needed aid servicemen in bringing proper parts and completing the work at minimum cost. Research cost and comparing technical scopes of work for understanding. Organization - The Property Manager needs to give clear, written instructions for maintenance needed and schedules routine and preventative projects. Control - The Property Manager controls what service is promised and when.

  • The receipt and proper recording of all work orders (to be given to the maintenance men in writing for their proper disposition).

  • Follow-up Service Requests on a random basis by visiting unit to check the work completed and calling resident and notifying them of the work completed with explanation.

  • Ordering parts and supplies for the property in accordance with the procedures outlined by the Regional Manager

 

Safety

  • Report all liability and community incidents to the corporate office immediately. Ensures that all workers’ compensation claims are reported and proper paperwork is completed.

  • Property Manager will complete any pertinent safety checklists with maintenance staff.

 

Human Resources

  • Overall responsibility of the property including supervision of all on-site personnel in accordance with company policies: hiring, terminating, scheduling, monitoring of performance and adequate training.

  • Assure that properties are adequately covered weekends, evenings, and holidays in accordance with published work schedules.

  • Approve staff timesheets and forward to corporate office

  • Enter hours worked and specialty hours (vacation, sick, overtime) into time and attendance system.

 

Marketing/Leasing

  • Minimize unit vacancies through advertising, leasing techniques, etc., as outlined by the Regional Manager and Company policy.

  • Continually monitor the competition and market trends and perform rent studies and market surveys.

 

Administrative/Office

  • Monitor and submit copies of all resident income certifications and leases for tax credit compliance.

  • File evictions and submits bad debts to a collection agency and the credit bureau

  • All collections including, but not necessarily limited to, security deposits and monthly rentals, daily deposits, preparation and distribution of late notices and instigation of legal notices as necessary.

  • The keeping of all records including leases, security deposits, security deposit forms, cash receipt records, rent rolls, recaps and all other records as directed by the Regional Manager. •

  • Preparation of weekly and monthly reports including payroll information bi-weekly. • Ensure that the office is clean and in good order at all times.

  • Inspect property routinely.

  • Ensure that property procedures and records are in compliance with all local, state, and Federal laws and regulations, including the Landlord/Tenant Act, Fair Housing, LIHTC, HUD, and FMHA.

  • Rental of units including approval or rejection of rental applications in accordance with the established Tenant Selection Policy and as outlined by the Regional Manager and Company policy

  • Any other duties as designated by the Regional Manager

 

Resident Relations

  • Submit monthly newsletters, attend a resident association meeting once a month

  • Act as company representative to promote and improve resident and community relations.

  • Maintain a positive customer service attitude

  • Periodic inspection with resident move-in/move outs.

  • Review all notice to vacate to determine the cause of move-out.

  • Initiate and implement policies/procedures to maintain resident communications; e.g. complaints, service request, etc.


POSITION QUALIFICATIONS

Competency Statement(s)

  • Accountability - Ability to accept responsibility and account for his/her actions.

  • Accuracy - Ability to perform work accurately and thoroughly.

  • Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.

  • Adaptability - Ability to adapt to change in the workplace.

  • Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas.

  • Communication, Oral - Ability to communicate effectively with others using the spoken word.

  • Communication, Written - Ability to communicate in writing clearly and concisely.

  • Conflict Resolution - Ability to deal with others in an antagonistic situation.

  • Customer Oriented - Ability to take care of the customers’ needs while following company procedures.

  • Decision Making - Ability to make critical decisions while following company procedures.

  • Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.

  • Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.

  • Financial Aptitude - Ability to understand and explain economic and accounting information, prepare and manage budgets, and make sound long-term investment decisions.

  • Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.

  • Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.

  • Leadership - Ability to influence others to perform their jobs effectively and to be responsible for making decisions.

  • Management Skills - Ability to organize and direct oneself and effectively supervise others.

  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.

  • Persuasive - Ability to influence others to change position or to adopt a specific point of view.

  • Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.

  • Resource Management (People & Equipment) - Ability to obtain and appropriate the proper usage of equipment, facilities, materials, as well as personnel.

  • Reliability - The trait of being dependable and trustworthy.

  • Relationship Building - Ability to effectively build relationships with customers and co-workers.

  • Safety Awareness - Ability to identify and correct conditions that affect employee safety.

  • Team Builder - Ability to convince a group of people to work toward a goal.

  • Training - Ability to develop a particular skill in others to bring them up to a predetermined standard of work performance.

  • Working Under Pressure - Ability to complete assigned tasks under stressful situations.


SKILLS & ABILITIES

Education : High School Graduate or General Education Degree (GED)

Experience : Three to seven years successful management experience preferably in property management

Computer Skills: Proficient in MS Word, Excel and Outlook. Must know or be able to grasp the on-site rental system Must be proficient with a calculator

 

Certificates & Licenses: Valid driver’s license and proof of automobile insurance. Frequent need to utilize personal transportation to inspect apartment community and surrounding neighborhood, make trips to the bank and visit the corporate office.

 

Other Requirements: CAM or ARM designation preferred