Responsible for the day-to-day operations and organization of the apartment management office and staff ensuring that the property is clean, in good repair and all apartment homes and commercial spaces are leased.
Must adhere to all Federal, State, City and any other local laws, and follow all Royal Property Management Group, Inc. policies and procedures.
Major Duties
1. Maintain required office hours and be on call for any emergencies on a 24-hour basis.
2. Must dress and act in a professional way and adhere to Royal Property Management’s dress code.
3. Must be knowledgeable about the market, area and city. Inform Regional Portfolio Manager about specials being run by competitive communities in the area, new construction, or closing of businesses which could impact your community.
Perform and record monthly Market Surveys.
4. Responsible for on-site employees, including but not limited to :
A. Selection of new employees
B. Orientation
C. Training
D. Directing / Delegating
E. Supervision
F. Counseling
G. Maintaining incident files
H. Annual evaluations
I. Empowering / motivating
J. Payroll reporting
K. Enforce dress code
L. Employee Termination
5. Establish schedules with the approval of the Regional Portfolio Manager for on-site employees so work is completed in a timely manner while minimizing and / or eliminating overtime.
Notify residents of any delays for any reason.
6. Keep current and adhere to all Federal, State, City and other local laws, especially those pertaining to the affordable housing programs for the apartment community such as the Low Income Housing Tax Credit, HOME, Multifamily Housing Program (MHP), USDA Rural Development, Redevelopment Agency, and other programs applicable to the apartment community.
7. Abide by all Royal Property Management Group, Inc. policies and procedures and use all appropriate forms as instructed.
8. Prepare, process and sign all waitlist / rental applications; income / asset questionnaire; third-party verification and other program forms;
Tenant Income Certification (TIC); leases and addenda; as well as any other required documents. Responsible for performing criminal and credit checks and other prospective resident screening.
9. Responsible for collection of all rent by close of books and process evictions as required
10. Responsible for tracking, maintaining and reconciling petty cash and legal funds used for the eviction process.
11. Prepare reports (daily, weekly OR monthly) and submit them consistent with Management monthly calendar.
12. Maintain necessary records of all financial transactions of the property, to include but not limited to :
A. Prepare and process purchase / check requests.
B. Work within established budget and purchasing limits. Notify Regional Portfolio Manager of any possible variations prior to incurring the cost.
C. Maintain control of all Cash Receipts and reporting
D. Assure that checks / money orders are scanned and bank deposits are made daily and posted daily in Management Plus.
E. Assist Regional Portfolio Manager Supervisor in the preparation of annual budgets.
13. Purchase necessary supplies from MPR’s authorized vendor list, making sure you stay within your established budget guidelines.
Obtain the best possible pricing by utilizing the competitive bid process.
14. Attend all training and managers meetings whenever they are scheduled unless otherwise instructed by your District Supervisor.
15. Assist in the preparation of the Marketing Plan and implement it accordingly once it is approved. Adhere to the Affirmative Fair Housing Marketing Plan and all fair housing regulations.
16. Supervise leasing and renewal programs to maintain maximum occupancy.
17. Implement, monitor and supervise the Royal Property Management Group, Inc. Resident Social Service Program consistent with the Regulatory Agreement or other regulating documents..
18. Responsible for having apartments turned to show, within 3 to 5 days, pursuant to the Royal Property Management Group Inc.
Standard of Performance.
19. Supervise outside contractors working on property.
20. Personally oversee the details of apartment inspections and turnarounds, move-ins / move-outs, and contracted work. Oversee any renovations and capital improvements that are also being performed.
21. Inspect the apartment community on a daily basis to ensure that all aspects of the property, common area amenities and curb appeal meet Royal Property Management’s Company standards.
Make notes of areas where improvement is needed. Prepare the work orders to correct any deficiencies; assign the work orders and insure that they are properly completed in a timely manner.
Property improvements should be incorporated into the budget whenever possible. Emergency repairs should be remedied immediately.
22. Implement the preventive and corrective maintenance programs for the apartment community consistent with Royal Property Management Group, Inc.
policies and procedures.
23. Inspect aged and / or selected vacant apartments on a daily basis to monitor upkeep and make ready standards.
24. Ensure that residents are provided with a clean, safe, well-maintained community by inspecting the property daily.
25. Report accidents and emergency situations; assume leadership during emergency situations; and immediately contact your Regional Portfolio Manager to fill out proper insurance / incident forms to be sent to the corporate office the same day of the accident and / or incident.
26. Respond to all resident calls in a courteous and prompt manner. Maintain accurate conversation records.
27. Maintain strict confidentiality of all Royal Property Management Group, Inc. company information and report any breach of integrity which occurs at your property to the Regional Portfolio Manager immediately.
Respect and guard the privacy of the resident information at all times.
28. Maintain good working relationships with other Royal Property Management Group, Inc. employees, officers, and other property management personnel as well as investors, clients, agency representatives, service providers and vendors / contractors.
29. This job description in no way states or implies that these are the only duties to be performed by this employee. You will be requested to follow any other instructions and be prepared to perform any other duties requested by your supervisor.
Education
Must have the equivalent of a high school diploma. Prefer ARM, CAM or HCCP designation.
Experience
Must have a minimum of two years of experience in an office doing record keeping, bank deposits, cash handling, customer relations and supervision.
Knowledge of all apartment maintenance. Knowledge of sales and / or marketing. Apartment management and affordable housing program experience preferred.
Skill
Must speak and write in English.
Must have legible penmanship and excellent correspondence skills.
Must be able to fill out forms and other paperwork.
Must be able to work with figures and make bank deposits.
Must be able to use a ten-key adding machine and / or calculator.
Must have accurate typing skills.
Must know how to operate a fax machine and copy machine.
Must have good customer service skills and be able to resolve resident, vendor and customer situations or problems.
Must have supervisory skills in order to direct employees.
Must have some sales ability in order to rent apartments.
Must be computer literate or willing to be trained.
Must have the self-motivation to set and accomplish goals for yourself and your team.
Must have the flexibility to handle many tasks.
Must have the ability to make appropriate decisions, plan for and meet deadlines, understand and follow the appropriate chain of command.
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