Job Description

Title: Community Manager

Job Location/
Department: Individual Site Office

Reporting
Relationship: Reports to District Manager

Job Summary: Responsible for managing and coordinating administrative activities, operations and site resources in order to ensure the financial success, quality and safety of the property, staff, residents, and visitors. As a liaison between staff and management, promote effective communication, cooperation and teamwork in all aspects of property management.

Duties and
Responsibilities: Financial/Administrative Operation

• Coordinate with corporate procurement to obtain competitive bids and prices for property supplies and contracts.
• Approve and submit all vendor invoices and related paperwork for payment according to designated deadlines.
• Ensure accuracy of accounting detail, documents and files for internal accounting audits, HUD and DHCR audits.
• Maintain accurate records and resident files in company approved, audit compliant order.
• Provide management with input for key budget items based on historical and projected expenses. Review budget against actual expenses regularly to ensure proper controls on spending.
• Review rental applications and make tenant decisions in accordance with the Tenant Selection Plan, Rental Criteria and all applicable laws and regulations.
• Monitor and/or prepare resident correspondence, eviction notices, lease violations, inspection notices, etc. As necessary, follow through with rent collection procedures.
• Participate in networking opportunities with federal and local governments, as well as with social agencies and tenant associations.
• Manage the timely collection of rent including billing residents, posting payments, and processing bank deposits according to company procedures and timelines (including Section 8 and other supplemental payments).
• Manage all communications with residents regarding rent and past due balances; prepare and facilitate reminders, payment arrangements, and/or legal eviction procedures according to company timelines.
• Submit daily, weekly, monthly, as needed reports for District Manager, Accounting, or any Corporate Office department; prepare any specialized reports or analyses as requested.
• Maintain accurate records and resident files in company approved, internal and external audit compliant order.
• Process move out paperwork and security deposit status according to procedural timeline; input information into Boston Post for accuracy in move out records.
• Order and maintain administrative office supplies.

Physical Operation

• Walk and inspect property to monitor vacant apartments, model apartments, exterior lighting, landscaping, pavement conditions, etc. Report action items to Maintenance Supervisor and District Manager.
• Ensure property is prepared for scheduled audits or regulatory inspections.
• Monitor apartment inspections relating to move-in and move out procedures.
• Coordinate with Maintenance Supervisor for work related to routine service requests, preventative maintenance, emergency maintenance and seasonal maintenance.
• Update vacancy status daily and coordinate efficient unit turnover schedule with Maintenance Supervisor.

Marketing/Leasing

• Assist Corporate Management in the development and implementation of the Management Plan, as well as, marketing and advertising strategies.
• Be aware of neighborhood conditions; conduct monthly or quarterly market surveys and shop competition as necessary.
• Understand and be able to “sell” features and benefits of the property to maximize occupancy.
• Accurately record and track quantity and details of telephone and in-person prospects.
• Show and lease apartments to prospective residents.
• Conduct applicant interview and complete all initial certifications, required documents, and verifications for affordable sites.
• Process, approve or deny rental applications in accordance with the Tenant Selection Plan, Marketing Plan, compliance programs, and all applicable laws and regulations.
• Schedule new resident move in dates and coordinate move in with Maintenance Supervisor; update vacancy and occupancy status daily.
• Conduct new resident orientation to property and rules and regulation
• Perform move in and move out inspections with residents.
• Prepare and deliver resident correspondence, eviction notices, lease violations, inspection notices as needed.

Resident Retention

• Foster customer service by working with tenants and maintenance staff to solve tenant problems or complaints; follow-up on work order completions.
• Consistently maintain a professional office atmosphere to ensure all residents and prospective residents feel welcome.
• Maintain a positive customer service attitude; be professional, pleasant and responsive to residents, prospective residents, vendors and contractors.
• Monitor effective lease renewal procedures to maximize continued occupancy and income. Maintain monthly lease renewals, prepare all necessary documentation and schedule and conduct interim and annual re-certifications or lease renewal signing according to policies and procedures. *Please refer to compliance section and policy and procedures for affordable housing.

Compliance

• Enforce and adhere to lease rules and regulations as appropriate to Fair Housing laws.
• Understand and conduct all business in accordance with regulations of HUD, DHCR, HFA, and all other federal and state supervisory agencies, Fair Housing, Americans with Disabilities Act, OSHA, federal, state, local and all other laws pertaining to multifamily housing and employees.
• Maintain accurate waiting list (AWL) in accordance with program compliance.
• Process required correspondence to remain in compliance with the 120, 90, 60 and 30 day notices (Affordable sites).
• Schedule and perform applicant/resident interviews
• Obtain third party verifications on income, assets and deductions (if applicable).
• Process accurate notification for timely lease renewal.
• Ensure accurate and timely completion of all Certifications in the Tenant Rental

Certification System (TRACS). (Affordable sites).

• Submit monthly reports to DHCR, HUD, or other regulatory agencies as required.
• Follow all company rules, regulations, policies, and procedures as set forth in training sessions, manuals, memos and other means of communication.
• Attend scheduled meetings including site staff meetings, corporate management meetings, or other meetings as required.

Perform other duties as assigned.

Supervisory Responsibilities: Supervise daily activities performed by maintenance and administrative personnel; reassign or cover for staff duties due to vacations, illness, etc.

• Hire new staff in cooperation with the District Manager and corporate management.
• Effectively perform and document appropriate staff evaluations including, but not limited to, performance reviews, compensation paperwork, corrective action discipline and termination paperwork.
• Reinforce compliance of all human resources policies with staff.
• Encourage and facilitate training for staff including safety, emergency procedures and other job-related development opportunities.
• Promote “safety first” and ensure that all staff are in compliance with safety policies and procedures.

Minimum Educational Requirements: High School Diploma or equivalent.

Minimum Experiential Requirements: Minimum of five years experience in property/maintenance management or related field.

• Accredited Resident Manager (ARM) or Certified Manager of Housing (CMH).
• NYS Notary License must be obtained within six months of hire.
• Knowledge of Tenant rental Certification System (TRACS).

Special Skills/ Work Conditions Required: Must have excellent interpersonal, organizational, customer service, time management, and verbal and written communication skills.

• Must be proficient in Microsoft Office and be able to navigate the Internet.
• Must possess knowledge of Boston Post or similar management software.
• Must be able to manage a variable schedule and remain available for property emergencies.
• Minor travel may be required for company meetings/training, to pick up supplies, make bank transactions, etc.
• Required use of a cell phone.
• Must be able to walk, lift and move light loads (20lb. max.), bend, stoop and climb stairs on a regular basis.

Job Type: Part-time

Pay: $18.00 - $22.00 per hour

Expected hours: 25 – 29 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Paid time off

Schedule:

• Monday to Friday

Experience:

• Property Management: 5 years (Preferred)

Ability to Relocate:

• Olean, NY 14760: Relocate before starting work (Required)

Work Location: In person