Job Purpose

The Site Manager is charged with supporting Rampart/Wurth Holding 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 Property 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 Property 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.
• Previous experience with HUD, LIHTC preferred.
• 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.