COMMUNITY MANAGER

Job Description

Scope and Purpose: To be responsible, under the direction of the Portfolio Manager, for the overall

management of site operations and supervision of maintenance of the physical plant. Above all

else, the spirit of teamwork and cooperation with other team members will not only the job you do,

but enhance the entire work experience.

Duties and Responsibilities:

General Administration:

* Collect rents and maintain records according to The Company’s On-Site Procedures

Handbook.

* Show vacant apartments utilizing professional marketing procedures.

* Check references and other information on resident applications through The Company,

Inc.'s approved credit investigative service.

* Complete Rental Agreements.

* Make daily bank deposits.

* Submit all paperwork to Property Manager. Include completed Reports of Collections,

Weekly Vacancy Reports, Weekly Traffic Reports, Resident Refundable Deposit Reports,

Accounts Receivable Reports and Deposit Slips, and other reports--monthly and weekly--as

they become necessary.

* Send/Post late notices.

* Report late rents to Property Manager.

* Turn non-payers over to legal service for eviction and collection.

* Complete move-in and move-out reports, and send move in and move out packages to

Property Accountant for permanent filing and disbursement of security deposits.

* Send/Post all notices for compliance to complex rules and regulations when a violation

occurs.

* Hire, train, supervise and (sometimes) fire site staff.

* Review billing statements for correctness and accuracy and code to the appropriate account

numbers.

* Issue purchase order numbers and track purchases from order through invoice.

* Purchase office supplies and other supplies for the property.

* Maintain and reconcile the property's petty cash fund.

* Maintain and reconcile the property's declining budget.

* Write advertisements, obtain prices and place advertisements (with Property Manager's

approval) in the appropriate publications for best exposure for the community.

General Repair and Maintenance Including Grounds Maintenance:

* Oversee maintenance of the grounds, trash container areas, and common areas not allowing

any trash or debris to accumulate.

* Oversee and assist all work associated with the upkeep of the grounds, which may include:

Watering: Lawns and flower beds will be watered according to seasonal needs.

Weed Control: Weed control in all improved planting areas will be continuous. Both pre

and post emergence weed control chemicals should be used where appropriate. Hand

weeding should be accomplished where necessary. Fine turf areas should be treated to

control broad leaf weeds as weather conditions dictate.

Pruning: All pruning should be performed at appropriate times to assure continued growth

and a manicured appearance.

Fertilizing: Lawns should be fertilized in accordance with the specific needs of the grasses

to maintain a healthy and vigorous condition.

Leaf Raking: Leaves should be raked and disposed of as necessary.

* Be sure all vacant apartments are cleaned immediately and made ready for showing and

occupancy within three days after move out.

* Log all resident complaints and dispatch maintenance personnel promptly. Items covered

under warranties should be reported to the appropriate maintenance companies and followed

up for prompt repairs.

* Be sure all amenity equipment (spa, swimming pool, sauna, and cabana) are in good

working order and that preventative maintenance schedules are developed and carried out.

It is the responsibility of the Resident Manager to check and maintain the pool and pool area

as well as maintaining the pool chemicals.

* Maintain the complex business office in a neat, orderly and business-like manner at all times

with regularly scheduled office hours (9:00 a.m. to 6:00 p.m.). Be available at all times

either personally, or through the Assistant Manager, for emergency calls.

* Maintain community-owned materials and tools in a neat and orderly manner at all times.

* Maintain a neat and organized workshop area free of clutter and debris for these tools.

Upon completion of a maintenance task, all tools and excess supplies shall be cleaned up

and stored properly.

The Resident Manager is authorized to delegate authority to key employees. Any such delegation

must be approved by the Property Manager. The Resident Manager's responsibility is always

primary, even for activities delegated to subordinates.

Qualifications for this position:

* High school education or equivalent.

* Previous site management experience.

* Strong organizational skills.

* Knowledge of general accounting.

* Pleasant personality and ability/desire to work with and understand the problems and

attitudes of residents.

* Interest, enthusiasm, good sense of humor and stamina.

* Common sense of judgment in day-to-day matters.

* Self control.

* Ability to solve resident, personnel and financial problems.

* Neat, clean and appropriate appearance.

* Accounting and administrative background.

* Neat and legible handwriting and ability to keep accurate records.

* Mechanical inclination and general knowledge of maintenance aspects.

General

Maintain a professional image and attitude in keeping with the objectives of the Company,

property, staff and resident’s welfare.

Report to the Portfolio Manager periodically or as requested to communicate needs of the

property, issues, concerns and incidents at the property.

Address and report any observed problems in units or on the property to the Portfolio Manager.

Wear professional business attire and identification as provided/directed by the Company and/or

Portfolio Manager. In any case, jeans, sweats, sandals, shorts and/or tennis shoes are never

appropriate attire unless dictated by the Portfolio Manager

Physical Requirements

Physical aspects of the job may require heavy lifting, bending, pushing, pulling, kneeling,

stooping, climbing, balancing, and carrying.

Grounds

Keep the grounds, garbage container areas, hallways, garages and/or parking lots, in a neat and

orderly manner not allowing any trash or debris to accumulate. Patrol these areas every

morning and continually throughout the day. Depending on the property, you may be required

to vacuum and/or blow hallways, parking areas and/or breezeways as necessary. The direct

supervisor will determine the frequency of these duties. Some properties may require these

tasks daily.

Oversee and assist as needed all work associated with the following:

Upkeep of the grounds

Landscape maintenance crews and contract

Vendor relations and contracts with such

Sparkling curb appeal at all times

Clean and presentable model units (if applicable)

All marketing efforts including but now limited to balloons, banners, bandit signs,

flags, human directionals, A-boards, etc.

Work order system for the property is being maintained to Company standards

Building & common areas are well maintained by staff & vendors as needed to

include (but not limited to) pressure-washing as needed, painting and maintenance of

all building systems such as gutters and downspouts, roof drainage systems, french

drain systems, surface water management systems, fire alarm systems, fire

extinguishers, fire sprinkler systems, signage, laundry centers, playgrounds, tennis

courts, sports courts, and any other common areas, etc.

A monthly check of all property systems should be conducted.

Pool, hot tub and/or saunas be maintained in a safe and clean way.

Monitor pest control needs such as for wasps, bees and fleas (unless the nest is too

large and present a danger to the staff and/or resident). All other pest control needs

such as for rodents, cockroaches, silverfish, ants; etc. should be assessed and taken

care of by a professional pest control vendor.

Monitor parking areas and ensure they are maintained in a clean and safe manner.

Speed bumps, fire lanes and parking stalls should always be crisply painted. Any

potholes should be addressed immediately with cold patch, with larger jobs being

bid by asphalt contractors.

The maintenance staff should supply their own basic tools such as a hammer,

screwdrivers, drill, etc. Specialty tools used for property purposes may be purchased

with the approval of the Portfolio Manager only.

Monitor regularly the property inventory on all parts, tools and equipment belonging

to the property.

Ensure that the maintenance areas are always neat and organized, free of clutter and

debris.

Monitor all property purchases and have all purchases over $200 approved by the

Portfolio Manager first before making the purchase.

Larger projects that will likely cost over $500 such as re-paving, exterior paint, roof

replacements and the like requires bid specifications be prepared and at least three

bids for the same work/same product are obtained. Occasionally, bid specifications

may require a consultant’s expertise to prepare, which should be discussed with the

Portfolio Manager prior to obtaining such services.

The Company takes great pride in the relationship we have developed with our

many vendors. We expect each of our staff to treat vendors with respect, fairness

and honesty. Our company does not accept ‘kick-backs’ or gifts from vendors.

We do not use any vendor ‘exclusively’.

We do not ever allow vendors to charge materials or anything on property or Allied

accounts.

Vacant units are to be turned and made market ready within 3 days of the prior

resident’s move-out. Maintenance staff schedules may be varied to accommodate

the turnover schedule when the 1st day of the month falls on a weekend.

During the 3rd week of every month, you will pre-inspect any units on notice to

vacate with the Maintenance Supervisor and assess what maintenance supplies will

be necessary to return the units to market ready status.

At the discretion of the Portfolio Manager and depending on size of property and

number of turnovers, maintenance staff may be required to paint units.

Vendor scheduling may be done by the Maintenance Supervisor at the discretion

you and/or the Portfolio Manager to include painters, cleaners and carpet cleaners.

All lock(s) on all vacant unit doors, once vacant must be replaced or rotated for

safety.

A few properties are lucky enough to have a leasing vehicle, leasing golf cart,

maintenance vehicle or maintenance golf-cart. These vehicles are to be driven only

by approved licensed drivers with a clean driving record. These vehicles are to be

used on the property only for the transport of prospective residents to show units or

maintenance supplies. Residents are not allowed in or on the vehicles at any time.

The vehicles are to be maintained in a neat and orderly manner at all times. Abuse

or misuse of vehicles may cause the elimination of the vehicle and/or revocation of

driving privileges.

It is against company policy to transport residents or applicants in personal vehicles

due to property liability.

For those properties that do not have a vehicle provided to transport supplies, other

carts, dollies or wheelbarrows may be used. It is not recommended that personal

vehicles be used and mileage for travel on the property is not reimbursed.

Mileage is only reimbursed for those round-trips totaling 10 miles or more at one

time. Mileage reimbursement is reserved for special trips, not for regular trips to the

bank or to pick up supplies. Should the need arise for mileage reimbursement,

complete the provided form and turn in monthly. Mileage is paid through accounts

payable, not through payroll.

Staff supervision

The Community Manager is responsible for supervising all site staff including annual

reviews, monitoring performance of job duties and completing any disciplinary actions

within 48 hours of any incidents or non-compliance with job duties.

On-call emergencies

The Maintenance Supervisor and Maintenance Assistant must be available to take

emergency calls on a 7-day rotating basis. The staff person on-call will be equipped with a

digital pager and is required to return pager calls within 10 minutes of the page.

Maintenance staff must never respond to an emergency page while intoxicated or after

consuming alcohol.

The Community Manager should be available and respond on-site in the event of an

emergency on-site. On call emergencies are considered any thing involving life-safety

issues, floods, fires, earthquakes, other natural disasters or major destruction or threat to the

physical property.

Staff are never allowed to carry weapons.

Safety

All staff must strictly adhere to safety policies and procedures to prevent on the job injuries and maintain a safe work and living environment. Additional safety training is available through the corporate office. Arrangements can be made through your Portfolio Manager. Always wear effective eye protection WISHA standards require that employers provide, and workers wear, suitable eye protection.

To be effective, the eyewear must be the appropriate type and properly fitted such as goggles, which generally offer a tighter fit around the eyes.

Follow quick tips for preventing lifting injuries 1. Size up the load. Test it to see if you can lift it safely. Can you grasp it securely? Good

handholds (cutouts, handles) will make the load easier to lift. Make sure the load is balanced in your hands.

2. Get as close to the load as possible before lifting it. If possible, slide the load towards you before picking it up.

3. Make sure your footing is secure. Do not lift objects that obscure vision and footing. 4. Do not twist while lifting! Move your feet so that they point in the direction of the lift as

you turn. 5. Lift smoothly and slowly. Do not jerk the load. 6. Organize the work so as to avoid lifting from the floor or above shoulder level. Items to

be handled should be between knee and shoulder height. 7. Keep the load as close to your body as possible. If the load is large and cannot be placed

between your knees as they are bent, bend at the hips and waist with your knees relaxed. It is more important to keep the load close than it is to bend your knees. One solution to lifting a larger load is to get another person to help you. A better solution is to use mechanical assistance (hand trucks, carts) to avoid lifting altogether.

8. If you have a lot of lifting to do during the day, try not to do it all at once. Alternate lifting tasks with lighter work to give your body a chance to recover. Remember, mechanical assistance is just as important for repetitive lifting as it is for heavy lifting.

9. Use the same principles when lowering or placing the load after lifting. 10. Try to avoid carrying the load more than 10 feet without getting mechanical assistance.

Use a dolly or cart. 11. Wear back brace when lifting.

Qualifications for this position:

High school education or equivalent (exceptions may be made).

Full-time management experience or experience in related field.

Personable and trustworthy.

Ability to work with and understand the problems of residents.

Concern for work-safety program.

Willingness to pitch in and work in areas

Physical aspects of the job may require heavy lifting, bending, kneeling, stooping, climbing,

balancing, and carrying.