What are the responsibilities and job description for the Community Manager position at Pier Rock Management?
Dynamic Multifamily Community Manager: Pier Rock is looking for a property manager that is tired of working for the big bureaucratic management company. Join a new and dynamic management company formed to manage one of the largest portfolio's in the Melbourne area (related party). Have an impact on the processes and culture of your community and team. Compensation package based on experience.
Description
Pier Rock Community Manager - Job Description
Position Overview:
The Community Manager is responsible for overseeing the daily operations, financial performance, and overall success of a residential multifamily property (or properties) while maintaining a professional appearance and attitude. This role includes managing tenant relations, supervising property staff, ensuring property maintenance, and achieving occupancy, unit turnover, and budgetary goals.
The parent company, Pier Rock Properties, is one of the largest property owners in the Melbourne area and recently transitioned to self-management. We are committed to building a dynamic, solutions-driven team with a non-bureaucratic, can-do culture. This position offers direct weekly engagement with company ownership.
Key Responsibilities
1. Property Operations Management
- Oversee daily property operations to ensure efficiency and compliance with company standards.
- Implement and enforce policies and procedures to maintain a clean, safe, and attractive living environment.
- Work closely with the maintenance team to ensure timely unit repairs and quick turnover for critical move-in dates.
- Conduct regular property inspections to identify maintenance issues and ensure compliance with safety and aesthetic standards.
- Manage vendor contracts for landscaping, cleaning, security, and other services.
- Maintain an organized and professional office, common areas, and amenities.
- Monitor and analyze traffic logs, conversion ratios, lease renewals, marketing data, income and expense budgets to ensure accurate property reporting.
2. Financial Management
- Develop and oversee the property’s annual operating budget.
- Monitor and control expenses to meet or exceed financial objectives.
- Supervise rent collection, track delinquencies, and enforce collection procedures.
- Review and approve invoices, ensuring timely payment to vendors and contractors.
- Analyze monthly financial statements and budget variances, preparing reports for ownership.
- Ensure accurate maintenance of all resident, prospect, applicant, and move-out files.
- Communicate with residents regarding outstanding balances and payment expectations.
3. Leasing and Occupancy Management
- Drive leasing efforts to achieve and maintain target occupancy rates.
- Supervise the leasing team, ensuring active marketing and prompt follow-up on leads.
- Oversee application processing, approvals, and move-ins for prospective tenants.
- Proactively monitor lease expirations and renewals to maximize tenant retention.
- Ensure resident retention efforts (renewal notices, follow-ups, and engagement programs) are implemented.
- Implement effective resident engagement programs (community events, promotions, newsletters, etc.).
- Conduct market analysis to establish competitive rental rates and identify industry trends.
- Train and motivate the leasing team to exceed goals and maintain high occupancy.
- Ensure model units and available apartments are properly maintained and ready for showings.
- Ensure a strong online presence, utilizing digital marketing and social media to advertise vacancies.
- Verify that leasing staff accurately input all prospects, leases, and required documents into the property management system.
- Train staff on the prospect-to-applicant transition process, ensuring a seamless experience.
4. Resident Relations
- Act as the primary point of contact for residents, addressing concerns, complaints, and maintenance requests promptly.
- Foster a positive and engaging resident experience to drive satisfaction and retention.
- Organize resident events to cultivate a sense of community.
- Enforce lease terms, rules, and policies in accordance with company and legal standards.
- Handle tenant disputes and eviction processes in compliance with state and federal laws.
5. Team Leadership & Supervision
- Hire, train, and supervise leasing, administrative, and maintenance staff.
- Collaborate with the Maintenance Supervisor to assist with hiring and scheduling.
- Assign tasks, monitor performance, and conduct regular employee evaluations.
- Foster a team-oriented environment focused on achieving company objectives.
- Ensure all staff are trained in Fair Housing regulations and understand compliance standards.
6. Maintenance & Facilities Management
- Coordinate with maintenance staff to ensure timely completion of work orders and preventative maintenance.
- Ensure vacant units are move-in ready and meet company standards.
- Oversee capital improvement projects and renovations.
- Monitor the condition of property assets, including HVAC systems, plumbing, and landscaping.
- Ensure service requests are closed out promptly, following up to ensure resident satisfaction.
7. Compliance & Risk Management
- Ensure compliance with local, state, and federal housing laws, including Fair Housing regulations.
- Maintain organized property documentation, including tenant files, inspection reports, and safety logs.
- Ensure adherence to company policies, lease agreements, and legal requirements.
8. Additional Responsibilities
- Conduct community inspections (2–4 times per week) to assess curb appeal and property conditions.
- Manage the eviction process in compliance with state/local laws and company policies.
- Respond to community emergencies (criminal activity, resident injuries, fires, floods, etc.), ensuring adherence to safety protocols.
- Submit daily operational reports, including occupancy rates, traffic logs, delinquency updates, and move-in/move-out records.
- Understand and follow the monthly manager calendar and reporting deadlines.
- Prepare for month-end close, ensuring financial reports and system data are reviewed and finalized in advance.
Skills & Qualifications
Education & Experience
- High school diploma or GED required; Bachelor’s degree in Business, Real Estate, or related field preferred.
- 3-5 years of property management experience, preferably in multifamily housing.
- Experience in budgeting, leasing, and staff supervision.
Certifications (Preferred but not mandatory)
- Certified Apartment Manager (CAM)
- Accredited Residential Manager (ARM)
Core Competencies
- Strong leadership and team management abilities.
- Excellent communication and interpersonal skills for resident and staff engagement.
- Financial acumen with experience in budgeting, expense tracking, and rent collection.
- Proficiency in property management software (ResMan, AppFolio) and Microsoft Office Suite.
- Strong problem-solving skills for resolving resident and operational issues.
- In-depth knowledge of Fair Housing Laws and property compliance standards.
Physical Requirements
- Ability to walk the property, inspect units, and oversee maintenance projects.
- Flexibility to work weekends and respond to after-hours emergencies.
Key Performance Indicators (KPIs)
- Occupancy rate & tenant retention.
- Rent collection efficiency & delinquency rates.
- Unit turnover time & cost.
- Maintenance request resolution & completion time.
- Budget adherence & expense control.
- Resident satisfaction ratings (via surveys and reviews).
Work Schedule
- Full-time position with flexibility for weekends, emergencies, and tenant move-ins/move-outs.