Site Manager

Description

The Site Manager is responsible for creating a welcoming atmosphere for the Capital Manor Cooperative (“CMC”) by monitoring business operations, coordinating member events and meetings, tracking member complaints and requests and ensuring they are delt with in a timely and consistent manner, surveying members, keeping residents and the community informed of important matter and events, providing information to members regarding rental assistance, energy assistance, Section 8 and other support programs, and assisting the CMC Board of Directors (the “Board”) and officers with recordkeeping and oversight responsibilities and duties as requested.   The Member Services Manager will directly supervise the efforts and activities of the Member Services and liaise between the Board and CMC members.  

Requirements

Job duties include:

· Develop member service objectives and strategies in coordination with the Board and CMC members.

· Provide responsive, high quality service to staff and residents.

· Answer resident inquiries, log resident issues or concerns, and take appropriate action. 

· Provide accurate, complete and up-to-date information in a courteous, efficient and timely manner.

· Ensure CMC notifications and other resident communications are accurate and timely. 

· Develop schedules and methods for surveying members and obtaining member input on proposed capital improvements, events and other appropriate matters. 

· Monitor business operations, report infractions, review company policies and proposals for possible risks and liabilities, and research legal requirements for new initiatives and ongoing matters.

· Analyze internal business systems to ensure compliance with legal regulations, industry norms and ethical standards.

· Monitor security cameras, exterior doors to the building and maintain a secure environment for our residents. 

· Monitor building communications and make recommendations to including announcements via email and to individual units, notifying units of scheduled inspections, and posting notices. 

· Plan community initiatives and report on community building activities.

· Prepare quarterly and annual reports to members Provide Members with Monthly Receipt. 

· Assist with answering after-hours emergency calls promptly.

· Responsible for performing other specialized duties related to the overall management to CMC. The omission of specific duties does not preclude the assignment of duties that are logically related to the position.

Resident Relations

· Listen to resident requests, concerns and comments. 

· Answer questions from residents about community, repairs, Rules and Regulations, etc. Follow up on a timely basis if unable to respond to residents on all matters. 

· Act as liaison between board and members/residents. 

· Ensure resident compliance with established policies and procedures.

· Handle resident issues within the guidelines of the various property policies and the governing documents.

· Ensure all residents are informed of key property events and ensure that communications are timely, thorough, and proofread, and utilize a format approved by CMC.

· Review and track violation notices and fines.

· Evaluate resident appeals to violation notices issued to them and recommend a course of action.

Compliance

· Develop internal policies and procedures designed to ensure compliance with appliable HUD rules, laws and other regulations.

· Conduct internal audits in preparation for Section 8 and other required inspections.

· Research legal requirements pertaining to federal housing subsidies and other regulatory matters.

· Conduct compliance reviews and report results.

· Recommend the staffing, resources, and corrective action needed to improve CMC’s scores on compliance examinations and audits and to be eligible for mark-to-market increases in housing subsidy payments. 

Meeting Attendance and Compliance

· Meet regularly with CMC staff to review open issues and work orders.

· Meet with the CMC officers and directors as needed

· Attend regular and special Board meetings

Record Maintenance

· Keep track of relevant CMC dates and schedules.

• Create and maintain the Board’s recordkeeping and filing system.
• Consistently work to ensure information is accurate and accessible.

Finances

· Assist in the preparation of the FY budget.

· Review the monthly financial reports. 

Community Website

· Create and maintain a CMC website to include relevant information for members and residents.

· Upload documents to the website as needed or appropriate.

Staffing 

· Assist with staff recruitment and hiring.

· Assist with the preparation of staff evaluations.

Property Inspection

· Conduct regular inspections of all common areas of the property, including the hallways and exterior.

· Complete work orders for any items noted during the inspections.

· Maintain a list of items which need improvement.