Site Manager

821000: Multi Family

Job Purpose

 

The Site Manager is charged with supporting Rampart Multifamily Management’s efforts  in  the  day-to-day  implementation  of policies,  procedures  and  programs  that  will  assure  a  well-managed,  well  maintained  building,  placing  maximum emphasis  on  positive  responses  to  the  concerns  and  needs  of  the tenants,  environmental  health  and  safety,  and quality in coordination and conjunction with the Owner’s goals and objectives.  The Site Manager must provide “in charge” responsibilities for the property. These responsibilities include being on-call 24 hours, managing and delegating maintenance staff and contractors.

The Site Manager position supports and assists in the management of real estate in accordance with the Management Agreements; is involved in all  aspects  of  day-to-day  operations  of  the property, including  accounting,  tenant relations, maintenance and repair, security, janitorial services, landscaping, weather related debris removal, etc.; Handles tenant complaints and service  requests, and  must be  familiar with the terms of tenant leases. The Site Manager assists the Regional Manager in the preparation of the annual budget, reporting and financial performance of the property.

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.

 

Duties and responsibilities

Specific Duties

• Provide excellent tenant service.  Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue. Ensure that there is 24-hour emergency coverage for the property at all times. 
• Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
• Ensure  that  property  and  lease  files  are  properly  maintained  and  kept  up  to  date  in  accordance  with company  policy.   Prepare  and  maintain  appropriate  tenant  lease  files,  records,  correspondence  and  file notes.
• Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures. 
• Establish  the  Property  Management  Plan,  Preventative Maintenance Policies and Procedures and Property Operations Manual.

General Duties

• Obtain estimates/bids for repairs at the property.   Generate and track Service Orders, approvals and distribution. 
• Sort, code and ensure accuracy and compliance with contracts of all property related invoices.
• Coordinate and schedule appointments, on-site & off-site meetings and conference calls.
• Collect and organize all property information in a format for quick reference.
• Prepares or directs assistant to prepare, memos,  faxes,  email,  maintain  files,  prepare  expense  reports  and  other  administrative  forms, copying, and arrange for courier service and overnight deliveries.  Maintain office clerical, filing and record keeping systems.
• Coordinate production and ordering of signs, tenant identification, etc. 
• Assist in the production of monthly and annual reports, preparation of transaction related documents, Maintain contact information, and aid in the production of departmental reports (e.g. business plans, financial statements.

Financial Duties

• Detailed verification of all invoice amounts and information with approved Service Orders or Contracts.
• Ensure proper property coding on invoices.
• Investigate cost reduction opportunities.
• Assist corporate accounting with questions related to the property and resolution of vendor issues.

Qualifications

• 3+ years of directly relevant Apartment Management experience.
• Bachelor’s Degree preferred, but not required. 
• Strong working knowledge of MS Word, PowerPoint, Outlook, and Excel.
• Effectively prioritize and multi-task.
• Excellent people skills.
• Strong working knowledge of general office equipment (copiers, fax machines, scanners).
• Ability to effectively communicate both orally and in writing with peers, managers and clients.
• Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.
• Proactive, initiate follow-through.

Working Conditions

• Indoors (66% - 100% of the time); frequently outdoors, all conditions (33% to 66% of the time)
• Occasional exposure (less than 10%) to paint fumes, solvents, adhesives, flammables, pesticides, etc.

Work Hours

• 40 hours per week with flexible work week
• Must be available to work any of the seven days of the week, 52 weeks per year

Physical requirements

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 50% of time spent on feet and 50% sitting at desk.
• Occasional need to perform the following physical activities (1% - 33% of the time):
  • Bend/Stoop/Squat/Kneel –pick up litter, filing
  • Climb Stairs – show and inspect community
  • Push and or Pull – inspect community, open and close doors, etc.
  • Reach above shoulder – inspect community, retrieve supplies
• Frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting and presenting community
• Constant need (66% to 100% of the time)
• Writing/typing – corporate, inter-office, client communication
• Grasping/turning – telephone, doorknob use
• Finger dexterity – typing, operation of office equipment
• Constant (66%-100%) – under 10 lbs.
• Frequent (33%-66%) – 10 – 25 lbs.
• Occasional (1% - 33%)– 20 – 25 lbs.
• Rare (less than 1%) – over 25 lbs.
• Lift/Carry (paperwork, deliveries, files, miscellaneous):               

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 community and showing community, neighborhood surveys

Hearing Requirements

• Constant need (66% to 100% of the time) to communicate over telephone and in person

Speaking Requirements

• Constant need (66% to 100% of the time) to verbally communicate over the telephone and in person

Driving/Traveling Requirements

• Frequent need (33% to 66% of the time) to utilize personal transportation to inspect apartment community and surrounding neighborhood, run errands and visit the corporate office
• Must have valid driver's license and automobile insurance

Reasoning Development Requirements

• High. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action
• Must effectively convey ideas, images and goals to a diverse group of personalities.

This job description in no way states or implies that the essential duties described are the only responsibilities. The employee  is  required  to  follow  any  other  instruction  and  to  perform  any  other  work  duties  at  the  request  of  the supervisor or other management personnel.