Community Manager

Job Description

Job Description

Job Summary Under the supervision of the Regional Manager, the Community Manager is responsible for the operations of the apartment community. The Community Manager will focus on achieving company objectives and operating within budget, with the primary objectives of increasing net operating income at the community, maintaining the physical asset, providing a quality living environment for residents, and establishing a positive, productive working relationship with all on-site team members. The position requires supervisory responsibility for employees, including hiring, performance counseling, weekly status updates, and community inspections.

Essential Functions This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

• With assistance from the Regional Manager responsible for the overall operations of assigned apartment community.

• Supervisory responsibilities for all on-site staff members includes effectively managing personnel throughout employment lifecycle candidate selection, career development, accountability, and performance management.

• Responsible to maintain high occupancy level through effective team motivation, keeping informed of market conditions, understanding competitive pricing, and monitoring lease renewals.

• Tour and leases apartments as necessary. Ensure all office teams members maintain an 33% closing ratio.

• Train staff on closing techniques to improve closing ratio.

• Responsible to ensure leasing team is accurately managing all aspects of the leasing process, included but not limited to incoming traffic, qualifying prospects, leasing apartments, preparing lease paperwork, and completing move-in paperwork. Must ensure guests cards are completed and traffic is entered daily in Yardi.

• Approve move-in files in accordance with the community’s rental criteria.

• Ensure turnover of vacant units are completed timely. Non-renovated unit turns need to be completed in 5 days and renovated unit turns completed in 30 days. All turns need to be tracked in Yardi.

• Monitor and implement rent increases, utility charges, and other fees on time. Oversee rent collection and expense control. Monitor and support monthly collection of resident rent and HAP payments. Maintain delinquency less than 1% at all sites.

• Work with Regional Manager to analyze Yardi reports, availability, and submit weekly operational reports.

• Consistently inspect community and assess condition, including market window, units, common areas, leasing office, and grounds. Ensure sites are clean and well maintained each day. Inspect for any potential liability and immediately report. Complete monthly property inspection report on time and submit to Regional Manager.

• Implement Vista MMI policies and procedures at community with emphasis on safety and responsiveness to resident's needs.

• Manage expenses closely and within budget, communicate any overages in advance, actively pursue expense savings.

• Review and approve invoices timely.

• Support quality control by ensuring staff is recording accurate data in Yardi, including traffic, rentals, move- in's, move-out's, and properly approving files in accordance to the communities rental criteria.

• Ensure all transactions are completed in Yardi including work orders and unit renovations using Vista policy and procedures.

• Review, analyze, and interpret market data to identify emerging trends that may impact the performance of the portfolio, and work with Regional Manager to develop and implement marketing plans that drive occupancy and revenue growth.

• Shop and be familiar with comps in sub-market. Review and verify monthly market survey.

• Assist Regional Manager to obtain bids and coordinate services from vendors when needed.

• Responds to resident complaints in a timely manner and provides problem resolutions.

• Ensure sites respond to all reasonable accommodations in accordance to Vista policy.

• With assistance from Regional Manager serve as community representative for all court proceedings including evictions and small claims cases.

• Responsible to ensure performance of safety and risk management functions are being performed onsite at all communities including “evening” lighting audits.

Supervisory Skills and Responsibilities:

• Creates a productive and inclusive work environment where the team is excited. Makes evident importance of each role with the team. Prioritizes team tasks appropriately.

• Encourages creative problem solving. Identifies strengths of each team member and actively generates and supports individual career development and acknowledges individual and team accomplishments.

• Ability to carry out supervisory responsibilities in accordance with the Company’s policies and applicable laws.

• Ability to conduct annual performance reviews to provide feedback, recognize quality performance, and set expectations with employees.

Other Responsibilities

• Follow up as needed on all aspects of community

• Maintains the highest level of customer service for prospects, residents, vendors, and corporate departments.

• Provide written responses in a professional timely manner.

• Meets with staff individually and in group meetings to communicate information and company news, to ensure that directive and goals are mutually understood, and to receive feedback and discussions.

• Work with Regional Manager to ensure community has coverage during open positions and vacation requests.

• Monitor community compliance with all Fair Housing regulations and compliance with local ordinance and laws as they relate to company or community specific guidelines in occupancy standards, demonstrating at all times firm, fair, and consistent administration of all legal and company policies and practices.

• Ensure staff members participate in company-provided training such as fair housing, safety, non- discrimination and harassment prevention.

• Available for afterhours emergency calls and/or on call scheduled work rotations. Respond promptly to emergency calls. Communicates with management when a decision is needed for resolution.

• Comply with Vista Management career apparel requirements and require compliance of office and maintenance associates.

• Perform other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of industry software Yardi, Rent Cafe, Yield Star, and LeaseStar preferred.

• Knowledge of organizational and community policies and procedures. Ability to apply policies and procedures to solve everyday issues.

• Knowledge of Fair Housing, Tenant Landlord laws, and OSHA regulations.

• Ability to work with people of diverse social, economic, ethnic backgrounds, and remain sensitive to issues facing veterans, homeless, disabled, elderly, family, and other diverse populations.

• Proven professional verbal and written communication skills. Create, compose, and edit written materials. Effectively present information to employees, residents, and corporate personal.

• Ability to read/ speak/ write English language proficiently.

• Ability to work a flexible schedule to include weekends, evenings, and holidays.

Minimum Qualifications Required

• High school diploma required.

• Bachelor’s Degree in business or related field highly preferred.

• Experienced and knowledgeable of Multi-Family Housing.

• Minimum 1-year property management experience.

• Previous experience must include responsibilities for property operations, budgets, and staff supervision.

Certifications

• Certified Apartment Manager (CAM) or Accredited Resident Manager (ARM) preferred.

• Property Management Certification a plus.

• Must have valid driver's license with clean driving record.

Computer Skills:

• Require knowledge of computer systems and applications. Demonstrate proficiency in the use of the Internet and Internet searches. Requires intermediate knowledge of Yardi, Rent Cafe, Yield Star, LeaseStar, Microsoft Word, Microsoft Excel, and Microsoft Outlook. Prefer prior property management software knowledge. Requires intermediate typing skills. Ability to use desk computers, smartphones, telephone voicemail, fax, and copy/scanning machine.

Physical Requirements Requires mobility and walking to several different locations including walking up/down staircases, bending, stooping and stretching. May require the ability to lift up to 10 pounds. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports.

• Being available for assistance during after-hours emergencies/demands for issues at communities.

• Working conditions are normal for a fast-paced real estate management division.

• Mid to high level stress during peak performance.

• Requires inspecting the property, amenities, units, and other areas which may require navigating stairs, ladders and extensive walking.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms.

Working Conditions Normal office environment. Incumbents must be able to physically access all exterior and interior parts of the community and amenities. Periodic exposure to outside elements where temperature, weather, odors and/or landscape may be unpleasant and/or hazardous. Work schedules may vary based on demand.