Community Management Coordinator - Chattanooga, TN, United States - Freeman Webb Company

Description

:
Reports To Regional Property Manager

Summary
Responsible for the day-to-day operations of an individual community or group of communities in the same geographic area. Build a strong team(s) with common goals and objectives. Manages residential real estate properties for clients by performing the following duties personally or through subordinate supervisors/employees.


Duties include:

participation and oversight of:

budgeting, workplace safety, financial reporting and tracking, marketing, operations, human resource administration and a property's overall performance as a real estate asset.

Essential Duties and Responsibilities
Include the following. Other duties may be assigned.

Operations
Inspect (personally) each building at least once each week. Maintain daily records of inspections, and provide follow-up supervision to ensure corrective action is taken as needed.

Inspection areas include, but are not limited to, all buildings, grounds, and other common and public areas to insure that employees are performing their assigned duties.

Continuously be aware of safety practices and procedures. Ensure that the Community Safety Program is effective and proactive.
Conduct and have recorded monthly Safety Meetings with all staff members.
Coordinate with the Regional Property Manager on all housing violations, any special resident arrangements or potential problems.

Ensure that Freeman Webb Company, Realtors policy regarding Fair Housing is understood and followed by all employees and contractors and that necessary Fair Housing notices are posted as required by local, state and federal regulations.

Follow emergency procedures as outlined in Freeman Webb Company, Realtors manuals and policy guidelines. Notify next level of management and proper authorities immediately of emergencies (e.g. fire).
Inspect vacated apartments and decide the extent of turnover repairs/redecorating that will be required. (Inspections may only be delegated with the written approval of the Regional Property Manager).
Inspect and approve vacant apartments that are ready for move in.

Monitor stock levels and project supplies and replacement items required for property operations and building maintenance in coordination with the maintenance superintendent.

Monitor work of contractors and report findings/concerns to the Regional Property Manager.
Assure that lease or rental agreements are being properly completed and renewed.
Assure that all offices are kept clean and neat.
Assure that equipment is kept in proper working condition and repairs are made as necessary. Replace equipment as necessary as coordinated and approved with the Regional Property Manager.
Keep common areas (e.g. halls, stairways, community room, grounds, play grounds, etc.) clean and in good repair. Repair unsafe items immediately, or mark so as to ensure no person is injured by the item.

Assure that policy and procedure changes are communicated to the employees who need to know or as directed by the Regional Property Manager.

Report within 24 hours claims concerning property or liability insurance to the insurance coordinator at the Main Office and the Senior Vice President of Property Management with a copy to your Regional Property Manager.

Assure that procedure manuals and instructional type memoranda are kept orderly and readily available to staff members.

Assists with eviction of residents in compliance with court order and directions from the company attorney and Regional Property Manager.

Human Resources
Hire, train, and equip the best employees in the industry.
Supervise all on-site personnel (either directly or indirectly.)
Provide staff with leadership and supervision which motivates employees to effectively perform.
Constantly coach and mentor employees on individual and community goals.

Provide new employees with a thorough introduction of the community and Freeman Webb Company, Realtors so that they understand what is expected of them, the importance of their contribution to the community, how they fit into the team, and the importance of working safely.

Ensure employees receive on the job training and other training opportunities.
Review employee performance and schedule training programs as needed.
Make recommendations for the advancement and promotion of above average employees.

Make recommendations for the termination of non-qualified employees in coordination with the Regional Property Manager and the Director of Human Resources.

Ensure employees understand the content and follow Freeman Webb Company, Realtors Employee Handbook.

Report all on the job employee injuries to the HR department at the Main Office the same day that they occur.

Assure that employee bulletin board(s) are orderly and up-to-date and all necessary federal and state posters and Freeman Webb Company, Realtors notices are posted for employee information.

Marketing
Oversee the daily marketing/sales/customer service effort to ensure maximum potential is reached.
Have proper tools available for the marketing effort (floor plans, area information, transportation schedules, etc.)
Keep vacant units clean and in market ready condition at all times.
Supervise all outreach programs.

Review first impression items monthly, e.g., entrance signs, office, professional attire, and model appearance to ensure a positive impression.

Review shopping reports with Leasing Consultants and provide guidance on how to improve.
Review monthly sales reports with the Regional Property Manager and recommend adjustments as needed.
Ensure that all residents receive a resident referral reminder bimonthly.
Participate in the development of the advertising plan for the community.
Review and analyze market survey information and make pricing recommendations.
Resident Relations
Insure active resident relations programs are in place.
Aggressively pursue resident retention.
Ensure staff is providing superior customer service to all residents.
Supervise resident services.
Ensure that someone on the management team meets all new residents prior to, or at, occupancy.

Interview those residents who present challenges/problems that the Assistant Property Manager or other staff employees cannot resolve and attempt to resolve them and/or make recommendations to the Regional Property Manager on how the matter can best be resolved.

Assure prompt and positive action on all resident complaints.
Continually stress customer service and courtesy by all staff members in their contact with residents and prospective residents.
Assure proper dress neatness and personal cleanliness by the entire staff is maintained at all times, (e.g. uniforms for grounds/maintenance, proper business/career apparel for administrative employees).
Follow-up with residents after maintenance has been performed through phone calls, personal notes, etc.
Communicate with your residents about community news


Note:
newsletters and all nonstandard letters to resident are to be approved by the Regional Property Manager.
Accounting Procedures
Insure that purchases are made in accordance with current Freeman Webb Company, Realtors policy. Assure that vendors are approved and that procedures are followed.

Assure that all parts, equipment and supplies purchased are delivered and that any outside service work is performed satisfactorily before processing the invoice for payment.

Assure that there is a daily bank deposit of all checks and money orders received.
Assure that petty cash is secured and properly accounted for.
Become thoroughly familiar with all accounting procedures.
Supervisory Responsibilities
May manage several subordinate supervisors who supervise the community's employees. Is responsible for the overall direction, coordination, and evaluation of these supervisors. May also directly supervise non-supervisory employees.
Carries out supervisory responsibilities in accordance with Freeman Webb Company, Realtors and any policies and applicable laws.

Responsibilities include, but are not limited to, interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; coaching, rewarding and disciplining employees; addressing complaints and resolving problems and issues.

Requirements:
Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or
ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate's degree (A.A.) or equivalent from two-year college or technical school; or two to three years related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, Registrations
IREM certification highly desirable.

Technical Knowledge
Familiar with federal, state, and jurisdictional laws and regulations concerning multi-family housing, Fair Housing, and employee safety.

Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is often required to climb or balance.

The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is often exposed to outside weather conditions.
The noise level in the work environment is usually moderate.
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