Site Manager

The purpose of this job description is to communicate the responsibilities and duties associated with the position of SITE MANAGER. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties might not be specifically addressed and the activities listed below are not all inclusive to the position.

Every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives.

It is imperative that you review closely these duties, skills and physical requirements and that you understand that by signing the Job Description Acknowledgment, you are verifying that you can perform all the duties, have the skills and possess the physical abilities necessary to perform the job as described.

JOB BRIEF: The SITE MANAGER is totally accountable for all property operations. A SITE MANAGER, is very service oriented and strives to make current residents feel welcome and comfortable in their community. The purpose of the SITE MANAGER is to effectively manage and coordinate persons, activities and available resources in order to accomplish property objectives as set forth by the Company, Property Manager, Vice President, President, and property owner. These objectives will include maximizing occupancy levels and property values.

DUTIES & RESPONSIBILITIES

  • Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to apartments.
  • The Site Manager is charged with the day-to-day implementation of those policies, procedures, and programs that will assure a well-managed, well maintained building, placing maximum emphasis on positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination and conjunction with the CRM and Owner’s goals and objectives.

COMPLIANCE

  • The Site Manager, with assistance from the Property Manager / Vice President, is in charge of reviewing the move-in files; training new staff and filling in when they are out; reviewing re-certifications and move-­ins to check for accuracy.
  • When there are problems at any of the property, the Site Manager shall be in charge of managing and correcting the issues and are solely accountable.
  • The Site Manager shall ensure that the property office is performing daily and monthly duties in the office and processed on time (i.e. Re-certifications, Vouchers, EIV).
  • Site Managers will be present at all inspections and will manage and respond to all correspondence pertaining to site inspections.

FINANCIAL

  • In conjunction with the VICE PRESIDENT and REGIONAL PROPERTY MANAGER, the SITE MANAGER will assist in formulation of budgets for each upcoming calendar year. The SITE MANAGER is responsible for staying within the established budget guidelines throughout the year.
  • Ensures that all rents are collected when due, and posted in a timely manner. Makes sure that all bank deposits are made immediately and deposits are reported to the corporate office on a daily basis.
  • Perform evictions, utility cut-offs and landlord liens as required on delinquent rents.
  • Constant vendor/contractor communications concerning work scheduling, billings, vendor relations and certificates of insurance.

PERSONNEL

  • Hires, terminates, trains, motivates and supervises all on-site staff in order to achieve operational goals of assigned property. This includes new employee indoctrination, annual performance reviews, review and approval of time sheets, instructing and advising on-site staff of employee procedures and guidelines.
  • Conducts on-going training with office staff; e.g., MOR Review, REAC, tax credit, section 8, leasing paperwork, workplace safety, and any other type of training that may be needed on a daily basis.

ADMINISTRATIVE/OFFICE

  • Ensures that lease files are complete and that completion of leases is being executed properly.
  • Responsible for office opening on schedule, condition of office and model apartments.
  • The Site Manager shall maintain a positive image of himself/herself, the property, CRM and the client at all times in the community. The Site Manager shall strive to attend and participate in outside or in-house activities, meetings, organizations, regulatory agencies, etc., as approved or directed by the Owner’s Representative or President, to enhance this image.
  • Maintains 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.
  • Correctly completes all lease applications, assists with application verification and notifies prospective residents of results.
  • Types miscellaneous resident communication as needed.
  • Completes all lease paperwork including related addenda and accepts rents and deposits.
  • Completes information form on all prospects, sends thank-you notes and performs follow-up.
  • Physically inspects property when on grounds, picks up litter and reports any service needs to maintenance staff. Inspects move-outs and vacancies.
  • Organizes and files appropriate reports, leases and paperwork.
  • Attends company meetings when requested and Section 8 compliance training as available.
  • Prepare and maintain monthly and annual tax credit reports (if applicable) and send to HFA in a timely manner.
  • Prepare and maintain monthly reports while utilizing the Boston Post property manager software.

RESIDENT RELATIONS

  • The Site Manager is responsible, at all times, for a positive and prompt response to requests from building tenants and for the implementation of ongoing contract programs to constantly assess tenant needs and to assure problems are being solved promptly and to the mutual benefit of the tenant and the properties.
  • Maintain positive customer service attitude.
  • Periodic inspection with residents of move-in/move-outs.
  • Review all notices to vacate to determine the cause of the move-out.
  • Initiate and implement policies/procedures to maintain resident communications; e.g., complaints, service requests, etc.

MAINTENANCE

  • The Site Manager is charged with the supervision of all maintenance programs relating to the interior and exterior conditions and appearance of the properties.
  • Physically walk and inspect property on a regular basis; check on vacant apartments.
  • Updates board indicating vacancy status on a daily basis. Coordinates with maintenance and make-ready staff to ensure timely recondition of apartments after move-out.
  • Monitor and schedule all maintenance activities.

MARKETING/LEASING

  • Conduct market surveys monthly and provide trend report information. Shop competition and be aware of neighborhood market conditions.
  • Welcome and show property to owners, clients, and prospective new residents. Also, handle incoming phone calls from the same and complete appropriate paperwork.
  • Maintains awareness of market/industry conditions and trends via trade publications, professional organizations, etc.
  • Maintains a professional, yet friendly, atmosphere in the leasing office and other areas where prospective residents and residents meet.
  • Inspects models and “market ready” vacancies daily to ensure cleanliness.
  • Answers incoming phone calls and handles each call accordingly, whether it is a prospect call, irate resident, service request, etc. Transfer calls to assistant manager or manager when appropriate.
  • Greets prospective residents, qualifies, determines needs and preferences, professionally presents community and specific apartments while communicating features and benefits.
  • Maintains awareness of local market conditions and trends. Contributes ideas to the manager for marketing property and for improving resident satisfaction.

SAFETY

  • Reports all liability and property incidents to the Property Manager, Vice President, and corporate office immediately. Ensures that all workers’ compensation claims are reported and proper paperwork is completed.
  • The SITE MANAGER will complete any pertinent safety checklists with maintenance staff.

GENERAL

  • In the execution of the responsibilities, the Property Manager is held accountable for his/her independent action(s), within the guidelines of the Position Description, Property Operating Manual and Budget, with primary emphasis on visible, hands-on management of the properties.
  • To facilitate good communication and meet other job requirements, the manager shall be required to respond promptly to emergencies or for other vital communications, except when prior arrangements have been made and approved for vacations or other time off.
  • The Site Manager may need to make use of their personal vehicle for work related duties; therefore, the manager shall maintain a current driver’s license in the state of employment and shall maintain appropriate insurance at all times. If the Property Manager is provided a company vehicle, use of the vehicle must adhere to company standard and policy.
  • Performs any additional duties or tasks as assigned by the Property Manager, Vice President, President, or Corporate Office.

QUALIFICATIONS

Position requires good rental leasing , financial bookkeeping skills, managerial skills, and the person must be able to type 30 WPM and be organized. Good Communication skills, confident, and positive attitude. Ability to interact with a wide range of people and diplomacy in handling problems of residents. Section 8 / Tax Credit experience required with at least 3 years of property management experience.

Computer Skills: Must be proficient with a computer and all Microsoft programs and On-Site Rental System.

Work Hours: 40 hours per week. Employee is an essential part of the property operation. S/He will be required to work as required by the property’s needs I demands and will be paid on a salary basis, depending on exemption status.

PHYSICAL REQUIREMENTS

  • Stand and walk or sit alternatively depending on specific needs of the day. Estimate 70% of time spent on feet and 30% sitting at desk.
  • Have constant need (66% to 100% of the time) to perform the following physical activities:
    • Bend/Stoop/Squat
    • Climb Stairs
    • Push or Pull
    • Reach Above Shoulder
    • Pick up litter, filing
    • Show and inspect property
    • Inspect and show property, open and close doors
    • Inspect property, store/retrieve supplies
  • Have constant need (66% to 100% of the time) to perform standing and walking activities related to inspecting property and traveling between properties.
  • Constant need (66% to 100% of time) to perform the following physical activities:
    • Writing/Typing
    • Grasping/Turning
    • Finger Dexterity
    • Corporate, inter-office, resident communication
    • Telephone, doorknob use
    • Typing, operation of office equipment
  • Lifting/Carrying (paperwork, deliveries, files, miscellaneous):
    • Over 25 lbs. – Rare need (less than 1 % of the time)
    • 20 lbs. – 25 lbs. – Occasional need (1% to 33% of the time)
    • Less than 20 lbs. – Frequent need (33% to 66% of the time)
    • Under 10 lbs.-  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, answer a wide variety of correspondence, view computer screen. Frequent need to see small detail.
  • Constant need (66% to 100% of the time) to see things clearly beyond arm’s reach; e.g. inspecting property and showing property.

HEARING REQUIREMENTS

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

SPEAKING REQUIREMENTS

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

DRIVING/TRAVELING REQUIREMENTS

  • Occasional need (1 % to 33% of the time) to utilize personal transportation to inspect apartment property and surrounding neighborhood, may also visit the corporate office or other properties.
  • Must have valid driver’s license and automobile insurance.

WORKING ENVIRONMENT

  • Indoors (66% to 100% of the time); frequently outdoors, all conditions (33% to 66% of the time).
  • Occasional exposure (1 % to 33% of time) to paint fumes, solvents, adhesives, etc.

REASONING DEVELOPMENT

  • Moderate. Must be able to apply principals of logical thinking to a variety of practical situations and accurately follow standardized procedures that may occasionally call for minor deviations. Needs to think rationally beyond a specific set of instructions.

NOTE

  • This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
  • All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.
  • This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.