Summary of Position:
The Community Manager is responsible for all phases of the operation of his or her Community. This includes the general administration, and maintenance of the physical property and supervision of all personnel. The primary goal of the Community Manager is to maintain good physical condition of the property, with a stabilized and profitable financial operation. In addition, the Community Manager must support and encourage their staff, instill professionalism and the concept that the Resident (our consumer) is always right to the COMMUNITY MANAGEMENT TEAM and provide the best and highest quality level of service possible for all residents.
Essential Duties and Responsibilities:
The total property operation is divided into the following categories:
1. Train and be responsible for work performed by all staff members.
2. Hire, discipline, motivate, train, and supervise employees by following the company's policy, while inspiring loyalty to the Community management team and the company.
3. Do written evaluations of employees and make recommendations for salary increases and/or advancement.
4. Maintain accurate payroll records as required by the company.
5. Supervise maintenance staff, including Maintenance Supervisor, and ensure that the procedures and maintenance manual are followed.
1. Adhere to all company personnel directives according to the manual of operations and procedures.
2. Reviews all residential leases and related forms and administer all legal rights of the property, including appearing in court for all eviction proceedings.
3. Inspect vacant units to ensure they are rent ready and the status of each of these vacant apartments is recorded.
4. Supervise all details of move-ins and move-outs according to company policy and local or state statutes.
5. Ensure that all residents are provided with a clean, safe, well-maintained community.
6. Have a thorough knowledge of the area where the Community is located, including schools, shopping, hospitals, etc., and all competitor properties. Be an active member of the business community by attending meetings of the Apartment Association, Chamber of Commerce, and any other appropriate organizations in your community.
7. Hold weekly staff meetings. Have clear goals and objectives for your team with definable schedules for completion.
8. Work with residents and resident organizations.
9. Report accidents and emergency situations to the regional and corporate offices immediately and prepare property reports. Refer to administrative and forms manual for procedures.
10. Ensure that all maintenance requests are handled on an immediate one-call basis, if possible, and the residents are notified if parts must be ordered causing delay. Review outstanding work orders daily and ensure work orders are closed timely (within 24 hours if no supplies need to be ordered or other extenuating circumstances).
11. Continually inspect the property and property improvements (both interior and exterior), recording deficiencies and taking necessary action, within budgetary allocations.
12. Establish schedules and assign personnel for routine maintenance and emergency coverage with the assistance of their Maintenance Supervisor.
13. Issuing Purchase Orders for all property expenditures in accordance with purchasing and budget procedures.
Marketing and Leasing
1. Monitor leasing performance of the property as shown by rental efficiency, conversion rate, and occupancy.
2. In order to market apartments, the following must be done:
a. Prepare competitive market analysis.
b. Generate traffic in the most cost-effective way by tracking all traffic sources.
c. Plan and maintain an aggressive program for renewals and execute the same.
3. Prepare and implement monthly marketing plans for the staff, the regional manager and home office, constantly modifying and updating as needed.
1. Maximize gross rent collection and minimize vacancy loss, delinquency and expenses.
2. Insure that all financial transactions are recorded according to procedures, and oversee all initial paper work to create property documentation and back up.
3. Follow all appropriate company accounting directives, including, but not limited to:
a. Use of account numbers
b. Daily income requirements
c. Expense requirements
d. Issuance of Purchase Orders
e. Accounts payable system, and Processing of Invoices
f. The rent roll, summary, and recap
g. Other monthly reports
h. Special accounting items
4. Be sure bank deposits are made daily.
5. Oversee the purchases of all supplies according to company policy.
6. Ensure proof of bond, if applicable, and certificates of insurance (including general liability and workers comp) are obtained from all outside contractors.
7. Set-up accounting functions and assist in establishing budgets establish vendor relations.
8. Establish an annual budget for your Community with the assistance of the Regional Manager. Once completed this budget will be submitted to the corporate office for approval.
9. Work within approved budget, always trying to improve on this budget, with higher income and lower expenses, without sacrificing the quality of the asset or service to residents. Notifying the Regional Manager of any variances to budget.
10. Control expenditures by planning, scheduling, and supervising all expenses.
Education and Experience
1. High school education with a minimum of 3 years experience as a Manager or Assistant Manager of similar size Community. Prefer CAM or similar designation.
2. Understanding of Income & Expense Statements.
3. A methodical, thoughtful and detail oriented person who possesses strong analytical skills and experience in establishing controls to solve problems.
4. Common sense and good judgement in day-to-day matters.
5. Proven ability to hire, train, supervise & discipline employees.
6. Knowledge of budget preparation & proven record of cost control.
8. Neat, clean, and professional appearance; maintain a professional attitude and work habits in dealing with the staff, vendors and the public.
9. Accounting and administrative background.
10. Neat and legible handwriting and ability to keep accurate records.
11. Leadership ability.
12. Be a self-starter with the ability to motivate and develop a team.
13. Possess good communication skills, both written and verbal.
14. Willing and available to work weekends and extra hours necessary to get the job done.