To work with the Community Manager in the general administration of the property and perform all related management functions. To be fully cross trained on Manager’s duties and act in that capacity in the Manager’s absence.
• High School Diploma or Equivalent; Bachelor’s degree preferred
• Must be able to use the following equipment: telephone, fax machine, computer (and property software as well as Microsoft Office), copy machine and business calculator
• Knowledge of basic maintenance equipment (i.e. key machine) would be a plus
• Must have basic knowledge of Fair Housing Laws and OSHA requirements
• 1 year on-site as a Leasing Consultant or will consider 2 years experience in customer service
The following are essential job accountability:
1. Assist Community Manager
a. Assists with the hiring, training, development, rewards, and termination of staff
b. Conducts weekly meetings, walk throughs, and inspections
c. Maintains daily contact with staff
d. Assists with supervision of all business functions related to operations
e. Maintain property appearance and ensure repairs are noted and completed on timely basis; this requires regular property inspections and tours
f. Deal with resident complaints, concerns, and requests to ensure resident satisfaction
g. Posting of payments received from all applicants, current tenants, and non-current tenants
h. Posting of all charges to tenant accounts
i. Assessing late fees in accordance with lease terms
j. Create and deliver delinquent rent notices to tenants (Late Notices, 3-day notices, State Specific Eviction notices, Small balance notices, etc)
k. Comply with and enforce local and state eviction laws
l. Post and send reminders prior to and when rent is due
m. Walk units to verify occupancy status on delinquent accounts
n. Process FMO’s and move out charges for non-current tenants (There is a large increase in FMO’s to complete during property designated move out date)
o. Research and processing charge backs and return checks
p. Make and answer accounts receivable phone calls/email inquiries and follow up
q. Reconciliation and balancing of all accounts receivable
r. Non-Current Tenant Collection Accounts- Accounts are automatically sent to collections, however the Bookkeeper will need to at times send additional paperwork or documents to the collection agency and also respond to disputes or other inquiries
s. Complete Pre-close and End of Month closing procedures
t. Conduct financial accounting audits in conjunction with regular lease audits
2. Other Property Operations
a. Utility Bill backs (usually monthly based on specific property)
b. Maintain and understanding of company lease policies
c. Work closely with leasing team to ensure accuracy of rent roll
d. Other duties and projects as assigned by General Manager
2. Property Marketing/Leasing
a. To be the leasing and marketing coordinator for the property; expected to have high traffic and closing ratio numbers
b. Supervise and train leasing consultants in office procedures
c. Follow-up on un-closed traffic with leasing agents and prospective residents
d. Review guest cards and phone logs with leasing agents
e. Monitor traffic daily; submit recommendations as to what advertising is working and what you feel is needed to generate traffic to the property
f. Greet prospects and qualify by covering all criteria (ask question and utilize completed guest cards, etc.); immediately record all telephone and in-person traffic appropriate reports
g. Conducts all functions necessary to close the sale, including making appointments, generating new leads, conducting tours, maintaining show rooms, and any follow-up necessary
h. Secures new resident signatures on appropriate paperwork prior to move in
i. Orient new residents to property
j. Projects favorable image of the community to achieve property objectives & public recognition
k. Adheres to standards and complies with: corporate procedures, government laws on Fair Housing, and all inspections of the facility
l. Administer Roommate Matching Program
m. Follow-up on lease renewals after letters have been sent
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