Community Manager

Baldwin Real Estate Corp; City of Rochester (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

Baldwin Real Estate Corporation is seeking a Property Manager for day-to-day operation, financial management, and maintenance of the property. You will ensure safety and compliance with health, housing, and employment laws while maintaining high standards of conduct.

The role involves coordinating with maintenance staff, leasing residents, managing budgets, and maintaining recordkeeping to reduce liabilities and optimize rental income.

Responsibilities

• A. Maintaining the Physical Asset: Assist Site Maintenance Supervisor to prioritize maintenance requests, coordinate repairs, and ensure completion.
• B. Marketing and Leasing: Lease units promptly, review applications, verify income and references, and maintain the waiting list.
• C. Tenant Management: Educate staff and residents on health, safety, and turnover procedures.
• D. Financial Reporting and Control: Process invoices, payroll reports, purchases, and rent deposits within approved budgets.
• E. Administration: File reports, track receivables, assist in budget prep, and maintain professional communications.

Job description

Description

Basic Functions: Responsible for the successful day-to-day operation, financial management and maintenance of the property, according to the goals and objectives of the property owners and Baldwin Real Estate Corporation. Provide a welcoming and safe property, which conforms to all health and safety laws and regulations. Manage property in accordance with all housing and employment laws. Ensure staff compliance with all company policies and procedures, maintaining high standards of conduct whenever performing company or property business.

Relationships: Reports directly to the Sr. Regional Manager of Baldwin Real Estate Corporation. Works collaboratively with the Site Maintenance Supervisor, and outside vendors. Maintains positive relations with residents, staff and vendors. Maintains supportive relations with community, fire, police, housing and government agencies.

Key Goals:

• Maintain long-range planning approach for leasing, budgeting, and rental income
• Maximize resident-retention while increasing revenue
• Maintain and implement property\'s emergency and risk management plan
• Assist in creating and operate within approved budget plans
• Update marketing plan and survey quarterly
• Implement and monitor efficient turnover program to ensure high resident satisfaction and retention
• Maintain good recordkeeping system
• Reduce liabilities, both physical and financial

Description of Responsibilities and Typical Work Activities (Not limited to:)

A. Maintaining the Physical Asset

• Assist Site Maintenance Supervisor to prioritize maintenance service requests and work assignments, if needed, and follow-up with Site Maintenance Supervisor to assure proper completion.
• Conduct and document periodic inspections of each building and common grounds (minimum weekly)
• Evaluate maintenance operations periodically to determine cost-efficiency
• Conduct annual apartment inspection, record results, and coordinate all required repairs with Site Maintenance Supervisor

B. Marketing and Leasing

• Lease units quickly and efficiently. Vacancies should be filled within 15 days from moving out.
• Review all applications for completeness and then process the rental application, including securing credit report, previous landlord references, and income and asset verifications for each applicant. Advise applicants of acceptance or denial accordingly, in compliance with fair housing laws.
• Maintain and update waiting list.
• Assist in preparation of advertising and marketing programs.
• Maintain efficient resident and property files in site office.
• Oversee the completion of initial lease preparation and lease renewal

C. Tenant Management

• Educate staff and residents concerning health, safety, police and fire issues
• Monitor compliance with all turnover and make-ready procedures

D. Financial Reporting and Control

• Receive all invoices, review, approval, and invoices from the Sr. Regional Manager every week.
• Prepare payroll reports for Sr. Regional Manager approval every week
• Implement purchases required for day-to-day operation under guidelines established by Sr. Regional Manager, and within owner-approved budget guidelines
• Deposit rents and security deposits in bank in a timely fashion (min. weekly). Provide detailed deposit records to main office accounting department
• Prepare purchase orders and authorize them within budget constraints (any purchase order over $250 requires Sr. Regional Manager signature)
• Record monthly utility usage and implement cost-efficiency wherever possible
• Maintain petty cash funds, and provide proper receipts for all expenditures

E. Administration

• File reports and maintain communication with Sr. Regional Manager on matters affecting property issues
• Track receivables, send notices of delinquency, and work with Sr. Regional Manager regarding collections/evictions
• Participate in annual employee review
• Assist in preparation of the annual operating budget
• Maintain polite, professional, and informative telephone manner
• Maintain professional personal appearance and presentation