Property Manager - GEARY ESTATES (Junction City)

The Property Manager is responsible to oversee the overall functions of their community, to assist the Regional Manager in ensuring the administrative and physical conditions, and to satisfy the objectives of ownership and management.

REPORTING RELATIONSHIP:

The Community Manager reports to and receives direction and guidance from the Regional Manager and indirectly from the Executive Property/Operations Manager.

QUALIFICATIONS:

1. Positive working attitude focused on company goals.

2. Ability to sell and lease apartments.

3. Possess Leadership skills by having the ability to mentor, coach, develop and communicate strategic direction.

4. Ability to work independently and as a team member.

5. Possess supervisory skills by having the ability to supervise and monitor site employees.

6. Knowledge of company policies and procedures, Fair Housing Laws, and particulars of other governing agencies that are applicable (RD, HUD, MSHDA, City & State Ordinances).

7. Knowledge of each site employees' responsibilities.

8. General knowledge of maintenance and preventative maintenance.

9. Ability to maintain a professional demeanor in communication and appearance on and off site.

10. Be organized.

11. Ability to follow directions.

12. Ability to generate new ideas, forms, and concepts to assist in improving policies and procedures.

13. Capable of providing outstanding customer service and handling Resident concerns and matters with the ability to create win-win situations.

ESSENTIAL FUNCTIONS:

I. Law, Regulation, Policy and Procedure Compliance:

Comply with all local, state and federal regulations, particularly Fair Housing, as well as company policies and procedures. The Community Manager is responsible to understand the Authority Matrix and apply it to the day-to-day operations of their role.

II. Employee Management:

Recruit, hire, terminate (if needed), supervise and motivate all staff personnel to achieve the operational goals of management.

A. Staffing community

1. Advertising position(s) available.

2. Review resumes and interview applicants.

3. Make employment offers to applicants (as agreed upon by Regional Manager).

4. Prepare "Employee Packet".

5. Prepare New Employee Notification.

6. On-boarding new employee by MRD’s expectations and Employee Orientation.

B. Training/Educating Employees

1. Identify training needs and recommend training to Regional Manager. If applicable, make recommendations for advancement or transfer.

2. Provide material and instructions pertaining to Fair Housing, Company policies and procedures, employee information, using Employee Packet and Training Manual(s).

3. Complete and/or supervise the completion of all site employees training guides.

4. Coordinate additional training with Education and Training Department.

5. Provide feedback and follow-up on shopping reports of staff.

6. Implement employee safety practices.

7. Delegate responsibilities progressively.

C. Supervising

1. Direct employees as to the work needed to be completed.

2. Perform counseling and performance evaluation for all on-site employees.

3. Act as a coach and leader to all site employees.

D. Employee Counseling

1. Document private employee conferences (both verbal and written).

2. State infractions clearly and determine corrective actions.

3. Use of 60-90 written counseling plans.

4. Summarize to verify agreement.

5. Communicate situations with Regional Manager.

E. Termination

1. Consult with Regional Manager.

2. Provide appropriate documentation of employee conferences and/or incident reports.

3. Complete procedure paperwork and correspond with Human Resource Manager at the Corporate Office.

F. Work-Related Injuries

1. Report any work related injuries to the Regional Manager in a timely manner.

2. Use of approved Incident report, workman’s compensation report and physical injury report immediately.

3. Determine employees medical care through communicating with Regional Manager.

4. Provide any updated information to RegionalManager.

III. Administrative

A. Conduct monthly inspections to ensure property is in compliance with all administrative policies.

1. Follow up on items needing immediate attention or improvements.

2. Conduct routine property observation and review and assist staff in their administrative duties.

3. Process applications for apartments, including pre-qualifications and selection. Review any concerns with office staff.

4. Inspect community files to assure adherence to state agency reporting requirements, waiting list and tax credit compliance policies. Report any deficiencies to the Regional Manager (or other upper management staff if applicable).

B. Process all accounts payables in a timely manner (coded invoices, petty cash, mileage sheets, phone billing, checks, etc.). Get approval from Regional Manager when needed.

C. Prepare and follow effective marketing, outreach and resident retention programs.

1. Renewals and resident retention

2. Customer Service program and focus

3. Use of resident surveys

4. Follow up on maintenance work orders

5. Involvement in local chamber, rotary, community events, etc.

D. Conduct monthly market surveys, shop competition, maintain a constant awareness of neighborhood market and economic conditions.

E. Ensure that financial reporting, required reports, record keeping and paperwork is completed correctly and in accordance with company policy and procedure.

F. Prepare and complete weekly traffic reports to determine:

1. Vacant apartment turnover is timely.

2. Applications are being processed properly.

3. Marketing, advertising and outreach plans are producing traffic.

4. Closing ratios of office staff are at appropriate levels and action taken/direction given if needed.

G. Assisting Regional Manager with budget preparation, including control of monthly expenses using the budget control sheets. Review monthly operating statements with the Regional Manager.

H. Attend court hearings where necessary.

I. Maintain community collection efforts on a weekly basis to achieve less than 1% delinquents. Knowledge of MRD collection procedures is necessary.

1. If applicable, daily deposits and record keeping.

2. Monitor and communicate with Accts. Receivable regarding Rent Rolls.

3. File paperwork with Court and/or Attorney.

4. Document in Resident file stage of collection efforts.

5. Call and visit all residents with outstanding rent.

6. Communicate weekly of all efforts with Regional Manager.

7. Process evictions in a timely manner.

8. Appear in court.

J. Prevent and detect any theft and manage loss control.

IV. Property Management

A. Conduct "Property Inspection-Physical" to ensure the property is in compliance with grounds and maintenance obligations.

1. Schedule improvements and repairs with Maintenance staff. (Contract work when necessary with Regional Manager approval).

2. Follow up on items needing immediate attention or improvements.

3. Conduct weekly visits to monitor curb appeal, building safety, and cleanliness.

4. Walk every vacant apartment for move-out reports (and prior to vacancy) in order to assess/coordinate efforts required to turn units within 10 days of move-out.

B. Initiate Fire Safety 1. Check and schedule fire extinguisher maintenance. 2. Check fire alarms in co-operation with local ordinances and fire

departments.

3. Coordinate an evacuation plan with residents.

C. Monitor outside contractors (Includes but not limited to…)

1. Laundry service

2. Painting

3. Lawn care

4. Carpet cleaners

5. Snow removal

6. Exterminators

7. Trash Removal

D. Evaluate supplier/vendor contracts to assure cost effectiveness.

E. Supervise the maintenance function, including scheduling, expenditures and oversee the completion of contractor bidding process.

F. Participate and coordinate in monthly manager and safety meetings for all site employees. Maintain safety meeting records and conduct bi-annual safety survey. Discuss safety topic in weekly team meetings.

G. Report any property loss or liability related incident as directed by the policy and procedure of MRD.

H. Implement MRD's preventative maintenance program

1. Provide site employees with plan and follow up on documentation.

2. Check boiler and grounds equipment maintenance logs.

I. Provide employees with equipment or special tools (other than tools necessary for employment) necessary work done.

1. Purchase items for properties according to budgets.

2. Share tools or equipment used infrequently between properties (edgers, stripers, etc).

V. Other

A. Receive and respond to Resident concerns in an effective and amicable manner.

B. Recommend and process rental rate increases when appropriate.

C. Pro-actively respond and prepare for operational issues that may affect the financial performance of the community.

D. Perform other work-related duties as assigned or as directed by MRD Corporate.

E. Regular attendance on the job.

F. Adhere to company policy.

G. Ensure that employees wear proper fitting, clean uniforms and report to work well groomed.

VI. Requirements

Qualification Requirements: 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.

Education and/or Experience

One to four years related experience and/or training; or Bachelors degree (B.A.) or equivalent; or equivalent combination of education and experience.

Language Skills

Ability to read, analyze and interpret common industry journals and articles, financial reports, safety rules, operating and maintenance instructions, procedure manuals, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community. Ability to write effective notices and letters to residents and staff. Ability to effectively present information to prospects, staff, business clients, vendors, and other management staff.

Mathematical Skills

Ability to work with mathematical concepts such as addition, subtraction, multiplication, and division. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to understand safety rules and procedures.

Certificates, Licenses, and Registrations

Certificate or license in property management desirable.

Other Skills and Abilities

Thorough knowledge, understanding and application of basic accounting principles required; Knowledge of community sales required; Supervisory experience preferred; Thorough knowledge and understanding of federal and state Equal Housing Opportunity laws required.

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 talk and hear. The employee frequently is required to stand, walk, sit, and use hands to handle objects. The employee is occasionally required to reach with hands and arms.

The employee must occasionally lift and/or move up to 10 pounds.

Specific vision abilities required by this job include; close vision, distance vision, and the ability to adjust focus.