Community Manager

The following is a list of duties and responsibilities, which the resident manager is responsible for:

1. MARKETING

a. Set up and operate the model apartment (when applicable) and the leasing office.

b. Use good salesmanship in renting the units, train any staff involved in renting to use approved rental technique.

c. Qualify the prospects and process the applications including all verifications.

d. Oversee details on move-ins and move-outs, with special attention to maintenance quality.

e. Maintain advertisements and monitor their effectiveness. Understand target markets of the community by outlining marketing goals, preparing market surveys, communicating with and shopping surrounding communities. Manage advertising and promotions in conjunction with the marketing team and maintain properly related social media portals, blogs, Facebook, etc.

f. Be businesslike, well mannered, courteous, and generous in dealing with the public and with residents.

2. PUBLIC RELATIONS

a. Communicate with the residents, supervisor or owner, suppliers and the neighborhood in a professional manner to create a good image for the property.

b. Resolve any conflicts with or between residents as smoothly as possible. Strive to communicate as clearly as possible to avoid problems before they arise. Document all relevant conversations with residents - keep in resident file.

c. c. Stimulate resident pride in the property by providing services and, where possible and appropriate, planning and organizing both recreational and social activities.

d. Maintain a strictly professional relationship with residents and vendors, being careful not to create personal relationships that may lead to conflicts of interest.
e. Coordinate resident events with the intention of maintaining resident retention.

3. ADMINISTRATION

a. Maintain complete records for rental collection, maintenance, staff and payroll. Maintain orderly files for each unit ensuring the information in our resident management database accurately reflects the parameters of each resident’s lease.

b. Make all bank deposits.

c. Work within the budget; meet with the supervisor or owner to adjust the budget quarterly or semiannually.

d. Negotiate contracts, manage vendor performance, ensure vendor bills are submitted and paid on time through the accounting software.

e. Monitor accuracy of bills processed by Velocity or current utility management system.

f. Create a resident handbook containing all items of information that residents would wish or need to know, such as property rules and regulations. Periodically update the resident handbook.

g. Continually upgrade security and safety procedures. Conduct monthly safety meetings. Inspect the property regularly and report all safety hazards, damages and areas needing repair. Follow up to verify completion in compliance with OSHA and property insurance companies.

h. Collect all rents, issue all notices, and complete paperwork for evictions when necessary.

i. Report any accident, injury or property damage immediately to the supervisor or owner.

j. Supervise the staff on a daily basis, delegating both authority and responsibility where appropriate.

k. Complete employee evaluations and inspire team members by defining a clear vision and goals.
l. Approve and report all payroll to the corporate office before the scheduled deadline.
m. Create and support a team environment including daily team meetings to uphold Fairmont's Team Vision Statement and outline priorities for the day in coordination with the senior maintenance person.

n. Supervise the operation and use of recreational facilities.

o. Coordinate the ordering of office and maintenance supplies and maintain an adequate inventory of necessary items.

p. Obtain preliminary cost estimates for projects large enough to require bids from outside contractors. Upon authorization coordinate the work of contractors and occasional labor with the work of the staff.

q. Set and maintain a complete control system for both service requests and preventative/routine maintenance. Inform the residents of the expected completion time for their request. Follow up service requests to ensure that work was satisfactorily performed.

r. Accept rental payments and post payments to the system.

s. Produce lease and complete appropriate paperwork (or review if produced by another team member) and input information on the Company's Property Management System accurately and on a timely basis.

t. Prepare move-out paperwork on vacating residents and inspect vacant apartments with maintenance technicians to determine any damage and schedule turnover maintenance required.

u. Maintain thorough, organized, up-to-date and accurate resident files as well as renovation information and input in RealPage or appropriate software application.

v. Maintain and record daily inspections for the community.

w. Over-see and distribute all company or community-issued notices.

x. Oversee management team with other various tasks as required.
y. Consistently implement policies of the community.

5. BUILDING MAINTENANCE

a. Responsible for ensuring Laundry room(s) is/are spiffed – (daily):

b. Responsible for ensuring exterior light bulbs are replaced – (as needed)

c. Responsible for ensuring all common areas and parking lot in a clean condition – (daily)

d. Walks the property daily to ensure curb appeal and prepare the market window.

6. LEASING

a. Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).

b. Immediately record all telephone and in-person visits on appropriate reports.

c. Inspect available “market ready”, communicate related service needs to Property Supervisor.

d. Have prospect complete application and secure deposit in accordance with the company procedures and Fair Housing requirements.

e. Update availability report, process applications. (i.e., credit check, rental history, etc.) Submit processed applications, verify and approve in accordance with Fairmont policies. Follow up with applicant regarding status.

f. Ensure apartment is ready for resident to move-in on agreed date.

g. Immediately follow-up on prospects that did not close and attempt to close sale again. If unable to help prospect, refer them to sister communities to meet prospect’s needs.

h. Secure new residents’ signature(s) on appropriate paperwork prior to move-in. Orient new residents to community.

i. Monitor renewals. Distribute and follow-up on renewal notices.

j. Represent the company in a professional manner at all the times.

k. Work with the Portfolio Supervisor and Fairmont approved screening company to process rental applications.

l. Perform excellent telephone and presentation sales skills and deliver exceptional customer service while handling prospective residents; including a property tour and follow up.

7. RESIDENT RETENTION

a. Listen to resident requests, concerns and comments.

b. Quickly complete maintenance Service Request and inform the maintenance team. Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.

c. Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis.

d. Contribute to cleanliness and curb appeal of the community on continuing basis.

e. Oversee in planning resident functions. Attend functions and participate as host for any functions.

f. Neighborhood marketing if applicable.

g. Participate in outreach marketing activities on a regular basis to obtain prospective residents.

h. Distribute newsletters, pamphlets, flyers, etc.

i. Conduct market surveys and shop competitive communities as necessary.

ESSENTIAL JOB DUTIES
a. Complete Fair Housing training annually.

b. Demonstrate an ability to support and contribute to community team.

c. Demonstrate strong oral and written communication skills.

d. Operate telephone, personal computer/keyboard, Microsoft Office including Word and MS Outlook, community software.

e. Must possess a positive attitude and the ability to smile under all circumstances.
f. Participate in training in order to comply with new or existing laws.

g. Ability to work a flexible schedule, including evenings and weekends.

h. Neat, clean, professional business attire at all times throughout the workday and/or whenever present at the community.

i. Comply with expectations as demonstrated in the employee handbook.

j. Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.

k. Successfully pass drug test.

l. Good attendance is an imperative job function.

m. Must be able to bend, stretch, reach, grasp, stand, sit, walk and climb stairs for long periods of time before taking a break