Site Property Manager and Maintenance (30562)

WESTMINSTER COMPANY•Vanceboro, NC

8d•Onsite

About The Position

This position is responsible for all day-to-day operations of the property, including leasing activities, administrative tasks, financial management, and maintenance. ESSENTIAL FUNCTIONS LEASING ACTIVITIES: * Presents the property and sample apartments to prospective residents, completes required paperwork accurately, and selects residents based on guidelines. * Processes applicants, mails notifications to accepted and declined applicants. * Consults with RPM and/or Occupancy Specialists regarding company or regulatory agency policies. * Coordinates move-in and move-out processes, completing necessary forms. * Ensures residents obey lease provisions and initiates lease termination proceedings when necessary, consulting with RPM prior to proceedings. * Receives rent, security deposits, and other income, prepares receipts, deposits income daily, and distributes copies. * Bills residents for damages, late charges, NSF charges, and other miscellaneous charges. * Ensures only eligible applicants are admitted as residents, consulting with RPM and/or Occupancy Specialist as needed. * Markets the property in accordance with the Affirmative Fair Housing Marketing plan. * Performs interior unit inspections quarterly and informs RPM of needs and violations. * Assures turnover units are made ready for occupancy within an average of five (5) days. * Recertifies/renews leases in accordance with company policy and/or regulatory agency guidelines. ESSENTIAL FUNCTIONS ADMINISTRATIVE ACTIVITIES: * Assures that maintaining a safe environment is a priority, ensuring maintenance staff knows and follows safety standards and procedures, and advising residents of safety hazards. * Maintains an adequate inventory of supplies and forms, obtaining additional supplies through approved vendors. * Ensures required information and reports are completed and distributed in a timely manner. * Notifies RPM and Insurance Coordinator immediately of fire, causality, work-related injuries, or damages/injuries to residents or others, with a written incident report within 24 hours. * Assures all performance is conducted professionally and within the limits of authority. * Assures a periodic newsletter is published and distributed to residents, presenting drafts to RPM for approval. * Assures a resident’s council exists and is monitored regularly, consulting with the Occupancy Specialist as needed. * Delivers one (1) Process Review for Improvement per month. * Assures residents are involved in a neighborhood network. * Maintains resident files in accordance with company guidelines. * Verifies insurance and monitors performance on all contracted work. * Assures that the property’s grounds are continuously maintained. * Assures that work orders are completed properly and in a timely and professional manner. * Prepares responses to regulatory agency inspections and audits for RPM approval. * Assures supervisory duties for subordinate staff are carried out professionally. * Assures an effective “after hour” emergency system is in place. ESSENTIAL FUNCTIONS FINANCIAL ACTIVITY: * Assures the property operates within budget and meets or exceeds targets. * Prepares Budget Variance Explanation Report and submits to RPM. * Maintains Budget Control Log and submits with Budget Variance Explanation Report. * Assures all steps are followed to collect delinquent amounts. * Assures all purchasing is within the approved budget, preparing purchase orders and transmitting for payment within 24 hours of invoice receipt. Receives approval for purchases over $500 in advance. * Actively participates in budget development and approval process. * Initiates Reserve Withdrawals request on a quarterly basis. ESSENTIAL FUNCTIONS MAINTENANCE ACTIVITIES: * Makes vacant apartments ready for occupancy within an average of five days, maximizing efficiency. * Assures availability and maintains an on-call status 24-hours/day for emergency situations. * Assures contractor’s work is completed accurately and cost-effectively. * Receives service requests politely and professionally. * Completes service requests in a timely manner according to policy. * Assures the highest standards of curb appeal are maintained. * Walks the property daily removing rubbish and noting/removing safety hazards. * Maintains grounds to standards, advising site manager of variances if a landscaping contract exists. * Assures common areas are clean daily or as needed. * Assures landscaping and maintenance equipment is maintained appropriately and safety precautions are followed. * Ensures and implements an effective preventive maintenance program. ADMINISTRATIVE ACTIVITIES (MAINTENANCE): * Assists site manager in eviction proceedings. * Maintains thorough maintenance inventory control. * Assures compliance with all maintenance standards. * Makes necessary repairs or determines if a contractor is needed. * Requests bids for work over $1,000 (verbal) and $5,000 (written). * Advises residents regarding maintenance procedures politely and professionally. * Completes scheduled unit inspections on time, assuring completeness, accuracy, and proper notification. * Changes A/C filters quarterly. * Maintains a polite and professional relationship with residents, supporting marketing efforts. * Follows established procedures in dealing with residents and their property. * Assures energy conservation in units and common areas. * Maintains SDS sheets on all required products. * Walks units with certified pest control technician per property schedule. This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor; subject to reasonable accommodations.

Requirements

Completed high school or trade school equivalent
2-3 years maintenance experience
General knowledge of HVAC, carpentry, plumbing, and electrical work
Must know to use and how to use safety devices, including safety belts and glasses and lock-out systems
Must attend required training

Responsibilities

Responsible for all day-to-day operations of the property.
Presents the property and sample apartments to prospective residents.
Completes required paperwork accurately and selects residents based on guidelines.
Processes applicants and mails notifications.
Coordinates move-in and move-out processes.
Ensures residents obey lease provisions and initiates lease termination proceedings when necessary.
Receives rent, security deposits, and other income, prepares receipts, deposits income daily, and distributes copies.
Bills residents for damages, late charges, NSF charges, and other miscellaneous charges.
Ensures only eligible applicants are admitted as residents.
Markets the property in accordance with the Affirmative Fair Housing Marketing plan.
Performs interior unit inspections quarterly.
Assures turnover units are made ready for occupancy within an average of five (5) days.
Recertifies/renews leases in accordance with company policy and/or regulatory agency guidelines.
Maintains a safe environment throughout the project.
Maintains an adequate inventory of supplies and forms.
Ensures required information and reports are completed and distributed in a timely manner.
Notifies RPM and Insurance Coordinator immediately of incidents.
Assures all performance is conducted professionally and within the limits of authority.
Assures a periodic newsletter is published and distributed to residents.
Assures a resident’s council exists and is monitored regularly.
Delivers one (1) Process Review for Improvement per month.
Assures residents are involved in a neighborhood network.
Maintains resident files in accordance with company guidelines.
Verifies insurance and monitors performance on all contracted work.
Assures that the property’s grounds are continuously maintained.
Assures that work orders are completed properly and in a timely and professional manner.
Prepares responses to regulatory agency inspections and audits.
Assures supervisory duties for subordinate staff are carried out professionally.
Assures an effective “after hour” emergency system is in place.
Assures that the property operates within budget and meets or exceeds targets.
Prepares Budget Variance Explanation Report.
Maintains Budget Control Log.
Assures that all the required steps are followed to collect delinquent amounts.
Assures that all purchasing for the property is within the approved budget.
Actively participates in the budget development and approval process.
Initiates Reserve Withdrawals request on a quarterly basis.
Makes vacant apartments ready for occupancy complying with make ready policy.
Assures availability and maintains an on-call status on a 24-hour/day basis for emergency situations.
Assures that the contractor’s work is completed accurately and on a cost-effective basis.
Receives requests for services from site manager in a polite and professional manner.
Completes service requests in a timely manner, according to policy.
Assures that the highest standards of curb appeal for the property are maintained.
Walks the property daily removing rubbish, noting and removing safety hazards.
Maintains the grounds to standards.
Assures that the property common areas are clean.
Assures that landscaping and maintenance equipment under charge is maintained appropriately.
Ensures that proper safety precautions are maintained on all equipment.
Ensures and implements an effective program for preventive maintenance.
Assists site manager according to policy in eviction proceedings.
Maintains thorough maintenance inventory control over appliances, equipment and materials.
Assures compliance with all maintenance standards set by the company.
Makes necessary repairs and/or determines that a contractor needs to be called in.
Requests three (3) bids for work over $1,000 (verbal) and if over $5,000 (written).
Advises residents regarding maintenance procedures in a polite and professional manner.
Completes all scheduled unit inspections on a timely basis.
Change A/C filters quarterly.
Maintains a polite and professional relationship with all residents.
Follows established procedures in dealing with residents and their property.
Assures that each unit and the common areas are conserving energy.
Maintains SDS sheets on all required products in inventory.
Walks units with certified pest control technician per property schedule.