Description

The purpose of this job description is to communicate the responsibilities and duties associated with the position of COMMUNITY MANAGER. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. Every Keener employee is expected to perform any reasonable task or request that is consistent with fulfilling company objectives. Our company emphasizes a TEAM APPROACH which focuses on a spirit of cooperation, common purpose, and culture of superior customer service. Working together as a team encourages superior performance through open communication and decision empowerment. It is imperative that you review these duties, skills, and physical requirements closely and that you understand that, by signing the Job Description Acknowledgement, you are verifying that you can perform all the duties, have the skills, and possess the physical abilities that are necessary to perform the job as described.

JOB SUMMARY

The COMMUNITY MANAGER is fully accountable for all property operations.  The purpose of the COMMUNITY MANAGER is to effectively manage and coordinate employees, activities, and available resources to accomplish property objectives as set forth by the Regional Supervisor and Keener Management.  These objectives will include maximizing occupancy levels and property values.  In addition, the COMMUNITY MANAGER will train the ASSISTANT COMMUNITY MANAGER to assume all duties of the COMMUNITY MANAGER in the event of the COMMUNITY MANAGER’S absence.  The COMMUNITY MANAGER is also responsible to ensure that all employees are fully training in their job duties and Keener policies and procedures prior to them attending formal professional development courses.

WAGE/HOUR STATUS

Exempt (ineligible for overtime)

DUTIES AND RESPONSIBILITIES

Conduct all business in accordance with company policies and procedures, Fair Housing laws, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to multifamily housing.

Financial

• In conjunction with the property LEAD MAINTENANCE SUPERVISOR, the COMMUNITY MANAGER will assist in formulation of budgets for each upcoming calendar year.  The COMMUNITY MANAGER is responsible for staying within the established budget guidelines throughout the year.
• Oversees all daily operations of the property including:
  • Ensure that all rents are collected when due and posted in a timely manner.  Makes sure that all bank deposits are made daily.  Performs evictions, utility cut-offs and landlord liens as required on delinquent rents and/or utility billings.
  • Provides constant vendor/contractor communications concerning work scheduling, billings, vendor relations and certificates of insurance.  The COMMUNITY MANAGER is responsible for approving and submitting all invoices to the corporate office for payment.
  • Maintains all on site local and state licenses.
• Oversees all daily operations of the property including:
  • Approves property expenditures and oversees petty cash.

Personnel

• Recruit, hire, train, and supervisor all on-site property staff to achieve operational goals of assigned property.  The process includes new employee orientation, review, and approval of timesheets, instructing and advising on-site staff of employee policies and procedures, and annual performance appraisals.

• Work with the Human Resources department in using progressive disciplinary action to achieve property and company goals.
• Conduct ongoing training with office staff e.g., leasing paperwork, workplace safety and any other type of training that may be needed daily.

Administrative/Office

• Ensure that lease files are completed, and that completion of leases is being executed properly.
• Approves all rental applications and signs new move-in contracts and addenda.
• Conduct property inspection with local housing authorities, local regional and national government agencies, property owners and Keener management teams.
• Ensure that the property meets all requirements as outlined in Keener audits and regulatory agency audits.
• Responsible for office opening on schedule, condition of office and model apartments.
• Attend professional development courses as defined by the Keener Professional Development curriculum.
• Attend scheduled corporate management meetings, usually held on a quarterly basis at the corporate office.
• Maintain records on all aspects of management activity on a daily, weekly, and monthly basis.  Submits required reports to corporate office on a weekly and monthly basis.
• Prepare Q&M report (Quarterly and Monthly reports and forward to the corporate office by the 10^th of the month (if applicable).

Resident Relations

• Maintain positive employee service attitude.
• Ensure employees are in compliance with Fair Housing laws.
• Make periodic inspections with residents of move-in/move-outs.
• Review all notices to vacate to determine the cause of the move-out.  Locate any problem areas and develop plans for process improvement.
• Follow Keener policies and procedures to maintain positive resident communications, e.g., resolving complaints.

Maintenance

• Physically walk and inspect the entire property on a regular basis, at least once a week, including verifying the condition of the overall property, common areas and vacant apartments.
• Update Regional Supervisor of physical and economic occupancy status on a weekly basis.  Coordinate with maintenance staff to ensure timely turnover of apartments after move-outs.

Marketing/Leasing

• Conduct market surveys weekly/monthly (as owner requires) and provide trend report information to the Regional Supervisor or President of Operations.  Periodically shop competing properties and is aware of neighborhood market conditions.
• Train the leasing staff to properly welcome and show the property to prospective residents.  Also, show apartments, handle incoming phone calls from prospective new residents and complete appropriate paperwork as needed.
• Maintain awareness of market/industry conditions and trends via trade publications, professional organizations, etc.
• Maintain positive on-line reputation management, posts community Facebook activities.
• Attend monthly meetings of the local apartment association.
• Stress the importance of obtaining email addresses of prospects and residents to have a high percentage of survey results.

Safety

• Report all liability and property incidents to the corporate office immediately.  Ensure that all workers’ compensation claims are reported, and property paperwork is completed.
• Complete any pertinent safety checklists with maintenance staff.
• Take the monthly safety courses as assigned.

General

• Performs any additional duties or tasks as assigned by the Regional Supervisor or President of Operations.
• Promotes the Keener Cares culture of the company, ensuring that all personnel are aware of the importance of extending this philosophy to each other, the vendors, and the residents.
• Becomes familiar with the company’s strategic goals each year, striving to accomplish the goals at the site level.
• Strives for superior customer service in all areas, including customer service within the company as well as outside the company with residents and vendors.

Qualifications

Position requires at least three years’ experience in on-site property management.  Must have a background in supervision and a success track record of accomplishments.

Computer Skills:                       Word processing software, spreadsheet software, Internet, email software, and on-site rental system software.

Office Equipment:                    Basic computer knowledge and knowledge of basic office software and office equipment.

Work Hours:                             Minimum of 40 hours per week. Must be available evenings, nights and weekends for staffing needs and emergencies.

EDUCATION/TRAINING

• High School diploma or equivalent required; college degree preferred.
• Certified Apartment Manager (CAM), Residential Apartment Manager (RAM) or Certified Property Manager (CPM) certification preferred.

PHYSICAL REQUIREMENTS

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 60% of time is spent on feet and 40% sitting at desk.
• Have occasional need (33% to 66% of the time) to perform the following physical activities:

Bend/Stoop/Squat                            Pick up litter, filing.

Climb Stairs                                        Inspect and show property.

Push or Pull                                        Inspect and show property, open and close doors.

Reach Above Shoulders                   Inspect property, store/retrieve supplies.

• Have frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting and presenting property.
• Constant need (66% to 100% of time) to perform the following physical activities:

Writing/Typing                                   Corporate, resident communications.

Grasping/Turning                              Telephone, doorknob use.

Finger Dexterity                                 Operation of office equipment.

• Lifting/Carrying (paperwork, deliveries, files, miscellaneous

Over 25 pounds                                   Rare need (less than 1% of the time)

20 – 25 pounds                                    Occasional Need (1% to 33% of the time)

Less than 20 pounds                           Frequent need (33% to 66% of the time)

Under 10 pounds                                 Constant need (66% to 100% of the time)

VISION REQUIREMENTS

• Constant need (66% to 100% of the time) to complete forms, read and review reports and a wide variety of correspondence, view computer screen. Frequently need to see small details.
• Frequent need (33% to 66% of the time) to see things clearly beyond arm's reach (inspecting property, neighborhood surveys).
• Must be able to determine colors properly because of decorating, design, paint colors, etc.

HEARING REQUIREMENTS

• Constant need (66% to 100% of the time) to communicate over telephone and in person with property owners, corporate and resident management, vendors, and residents.

SPEAKING REQUIREMENTS

• Must be able to comprehend, speak, and write the English language.
• Constant need (66% to 100% of the time) to communicate over telephone and in person.

DRIVING REQUIREMENTS

• Frequent need (20% to 25% of the time) to utilize personal transportation to inspect apartments, property, and surrounding neighborhood, and to make trips to the bank and visit the corporate office.
• Must have a valid driver's license and automobile insurance.