Manager - Arch Street Apartment Homes

  • January 23, 2018 3:53 PM
    Message # 5698884

    Job Summary

    Our privately owned multifamily (apartment) management company is seeking an experienced, highly-organized and self- motivated professional to serve as a Community Manager. The Community Manager is responsible for the day-to-day management of a community. This person has specific training and experience to oversee a community and manage the onsite team effectively.

    Essential Duties and Responsibilities :

    • Meet budgeted income, expense and leasing goals.
    • Evaluate unit prices in accordance with the market and budgeted goals.
    • Hire, supervise and motivate leasing staff and maintenance staff.
    • Conduct weekly meetings with leasing and maintenance staff.
    • Develop an annual marketing plan and conduct marketing reviews monthly.
    • Oversight of resident services and activities.
    • Maintain a monthly budget control log and approve all invoices for expenses.
    • Obtain bids for all contract services and oversee routine capital projects.
    • Evaluate the leasing staff in regards to leasing guidelines.
    • Train all staff members on proper leasing techniques and resident service.
    • Ensure that the onsite staff provides the highest level of service to residents.
    • Applications and Dispositions: Review/Approve all applications and dispositions. All applications need Community Manager’s signature. Move-Ins and Renewals: Sign all move-in files and renewals.
    • Responsible for proper backup and lease file review for commissions.
    • Review, code and approve all invoices. Cross train the Assistant Community.
    • Manager to perform task. Post the invoices to the property management software weekly.
    • Meet with Maintenance Supervisor at the beginning and end of each day to discuss issues. Provide move-out info so vendor locks can be installed. Discuss overtime each Monday.
    • Complete with resident or delegate to leasing consultants
    • Check the log if Maintenance Supervisor is not there.
    • Walk all move-outs before dispositions and prior to make ready to compute move out charges. Note: this is not to be delegated to maintenance or leasing consultants
    • Review for accuracy once report is issued from Home Office. Call the Home Office if a discrepancy is noted.
    • Propose rental rates for the community in conjunction with manager Send applicable reports to manager each week with proposed specials highlights. Ensure mini-models are set up on problem units.
    • Hold regular staff meetings
    • Review calls for each employee and follow-up with coaching.
    • Input timesheets or ensure time is input correctly at end of each two-week cycle. Ensure timesheets are filled out each day and maintained in a central location.
    • Send the excel renewal worksheet to manager monthly for review and approval.
    • Review the pre-bill each month for accuracy. Review delinquency weekly. Establish a policy for not accepting rent if bills are not paid. Capture 90% of total water/sewer cost.
    • Review utility log and ensure all vacant unit cost are within budgeted allocation.
    • Review completed survey (from Assistant Community Manager) for accuracy each month.
    • Hold a Monthly Marketing Meeting with Office Staff.
    • Review delinquency and prepays monthly.
    • Review computer reports once a month for write-offs. Ensure prepaid rents are charged up
    • Garage/Storage: Complete a garage/storage report each month and forward to manager
    • Analyze the general ledger and financial statements and complete a variance report (as sent from Home Office).
    • Review the bonus report from leasing consultants each month. Ensure commissions are correct.
    • Complete a monthly property inspection of the community utilizing the standard form. Also, complete a monthly landscape inspection. Keep copies of inspections on file. Review the CSR with Maintenance Supervisor and check for completeness. Obtain updated equipment record from Maintenance Supervisor once a quarter and keep in office file.
    • Final inspection of apartments (maintenance does everything else) prior to update.
    • Ensure vacant units are walked prior to move-in (within 2 days), delegate to leasing consultants.
    • Check print and Internet ads monthly and delegate to Assistant Community Manager and Leasing Consultants.
    • Coordinate Stay in Touch Program
    • Order office supplies.
    • Coordinate community’s marketing program and corporate apartments.
    • Establish pricing for corporates so we can quote rates. Have packages available.
    • Visit survey properties once a quarter.
    • Maintain accurate contracts file. Approve all contracts with 30 day out. For any contract over 12 months in duration OR without a 30 day out clause
    • Complete quarterly bonus sheets as sent from Home Office and forward to manager for approval.
    • Schedule resident activities and provide to leasing staff at Marketing Meetings for communication to residents.
    • Review move-in inspection cards (kept in separate file) with
    • Maintenance Supervisor and entire leasing staff. Go over common problems/recurring issues.
    • Ensure that uniform standards, nametag and appearance guidelines are followed.
    • Review Emergency Procedures binder with entire onsite team on a quarterly basis.
    • Compile the budget workbook, starting in July of each year, and prepare for the budget process. Go over any capital needs with the Maintenance Supervisor and compile a required projects list.

    Qualifications :

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

    • Professional demeanor with excellent communication skills (written and verbal)
    • Strong business, marketing, and property management skills
    • Well organized with the ability to prioritize and multi-task
    • Must possess excellent attention to detail
    • Must be able to think outside the box and recommend sound and effective solutions
    • Ability to follow and enforce policies and procedures.
    • Self-motivated and independent thinker while maintaining strong and loyal team relationships
    • Strong computer skills including proficient in Microsoft Word and knowledge of Internet, email and social media
    • Knowledge of Fair Housing laws
    • Awareness of local laws

    Education and/or Experience:

    Bachelor’s degree and 3 plus years work related experience or training; or equivalent combination of education and experience. Must also have experience managing a team of employees.

    Language Skills:

    Ability to read and interpret documents such as safety policies, operating and maintenance instructions, and procedure manuals. Must be able to generate reports and write correspondence. Furthermore, must possess the ability to speak effectively to customers and employees.

    Mathematical Skills :

    Strong financial acumen with the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.

    Reasoning Ability:

    Sound judgment with the ability to apply common sense when finding resolution. Ability to handle problems and know when to escalate issues.

    Physical Demands:

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to:

    • Stand for long periods of time, walk, sit and reach with hands.
    • Climb up and down stairs several times each day
    • Use hand and arm regularly for writing and/or typing
    • Occasionally lift and/or move up to 10 pounds

    Job Type: Full-time

    Required education:

    • Bachelor's

    Required experience:

    • Property Management: 3 years


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