GV Apartments
ON-SITE APARTMENT MANAGER
Costa Mesa, CA
ON-SITE APARTMENT MANAGER
JOB DESCRIPTION
SUMMARY OF DUTIES:
Under the direction of the Property Manager, the On-site Apartment Manager is responsible for the On-site operation of the property, and the day-to-day implementation of those policies, procedures and programs that will ensure a well-managed building within established management operating and fiscal policies, as well as ensuring compliance with all regulatory agencies. This includes developing within the project a supportive environment for all residents, assuring an acceptable occupancy level & maintaining a clean, well maintained building and grounds.
The On-site Apartment Manager must relate well to people, must exercise good judgment and discretion in dealing with residents, visitors, vendors and staff. The On-site Apartment Manager is required to provide leadership in developing a community.
On-site Apartment Manager must live in the complex and will be responsible for responding to all after-hours emergencies or building problems that arise.
ESSENTIAL DUTIES
PHYSICAL ASSET CARE/MAINTENANCE
- Supervises all vendors, contractors and providers of service to the property to ensure completion and quality of services and products provided
- Supervises or performs the scheduling of routine maintenance and janitorial work and completes regular follow-up inspections on maintenance and janitorial work
- Ensures adherence to preventative maintenance checklists ensures the completion of tasks on the checklists and ensures all work is completed in a timely manner
- Performs continual informal inspections of the property to ensure that it is being properly maintained, that mechanical devices are in working order, and that the environment is safe and attractive
- Inspects exterior and interior common areas of the property daily using an approved checklist
- Ensures all vacant apartment turnover procedures are followed and that turnovers are accomplished in a timeframe and manner consistent with standards
- Prepares inventory of building contents, tools & equipment annually or as requested and forwards to Property Manager for review
- Bids out and selects contract services, negotiates vendor service agreements and monitors day to day vendor performance to assure full compliance with standards established within the service agreement under supervision of the Property Manager
- Ensures adherence of the building and its contents to all applicable municipal & fire codes
MARKETING AND LEASING
- Maintains full occupancy
- Makes recommendations to improve marketing and leasing programs
- Reviews all rental applications for completion and examines leases for accuracy and completeness
- Conducts applicant interviews, verifies potential resident income, takes deposits and rents in accordance with policy
- Reviews a vacant apartment when completed by maintenance personnel or vendors to ensure they are clean and ready to show
- Walks entire property twice daily to be sure the common areas, landscaping, laundry etc. are in good condition
- Supervises move-in / move-out procedures
RESIDENT MANAGEMENT
- Maintains congenial relations with all residents, is understanding of, and sensitive to, cultural background, economic status, those with special needs and adheres to Fair Housing, Equal Employment and Equal Housing Opportunity requirements
- Develops a sense of community among property residents by nurturing positive interactions and activities at the property
- Ensures response to all resident requests on complaints in a timely, efficient and courteous manner
- Receives work order repair requests, schedules repairs with maintenance staff and follows up to be certain repairs were completed properly and in a timely manner
- Manages resident evictions in compliance with court order and directions from Property Manager
FINANCIAL REPORTING AND CONTROL
- Ensures the successful day-to-day financial management of the property and maintains all financial records and receipts in good order
- Collects rents and other monies and that same are deposited or forwarded according to standards
- Completes and submits to the Property Manager within 24 hours, any incident that occurs on the property out of the ordinary or which could become an insurance claim or lawsuit
REGULATORY REQUIREMENTS
- Ensures compliance with all Fair Housing, ADA and other regulatory agencies
- Provides reports to Property Manager on request
- Posts all licenses, permits, notices and occupancy permits required by federal, state and local jurisdiction
- Communicates all problems to Management and resolves them or sends recommendations to Property Manager for resolution
ADMINISTRATION
- Manages the day-to-day administration of the property office, including answering telephone; interacting with residents in a courteous and professional manner and handling resident inquiries and concerns.
- Ensures the office is clean and well-organized, and that it is presentable to the public
- Adheres to performance standards
- Exercises common sense, good judgment, consistency and self-control in day-to-day contact with residents and in other business related matters
- Ensures consistent application of property rules and regulations, lease and lease addenda Documents and reports all violations to Property Manager
- Ensures proper maintenance and storage of property files and records
- Ensures that any emergency that may arise on site is responded to promptly and assigns staff, including self, to be available in this event. Completes incident reports and forward to Property Manager within 24hours
OTHER PROPERTY MANAGEMENT TASKS
- Provides direct assistance and direction during after-hours emergencies, as needed
- Schedules and supervises fire alarm inspections where appropriate and ensures that paperwork is completed
- Performs other activities or tasks not outlined above as assigned by Property Manager to ensure the viable operation of the property
JOB REQUIREMENTS
- Must have 2+ years experience managing multifamily units
- Valid driver’s license is required
- Owns reliable car/truck with insurance
- On-site residence is REQUIRED
- Basic handyman skill
- Ability to show apartments (weekends and evenings a must)
- Ability to meet deadlines
- Ability to apply policies and procedures to solve everyday issues
- Ability to exercise initiative, problem solving and decision making skills
- Must know and follow Fair Housing Laws
- Ability to establish priorities and coordinate work activities
- Knowledge of principles and methods for showing (promoting property)
- Excellent oral and written communication skills
- Proficient in MS Office software applications (Word, Excel)
- Ability to perform intermediate mathematical functions
- Position requires ability to work any of the seven (7) days a week, 52 weeks a year
- Travel maybe required to other properties close by
- Adherence to company Standard Operating Procedures
- Flexible schedules with occasional evenin