Apartment ManagerFlynn Management
Chiefland, FL Full-time
Posted on June 1, 2018
SITE MANAGER DUTIESA. HOURS The Site Co-Manager shall be in project office at all times during assigned office hours.B. GENERAL DUTIES AND RESPONSIBILITIES 1. Project Office a. Establish project office. b. Set up and maintain files in strict accordance with FMC Procedures: 045, 050 and 055. c. Set up and maintain all required office equipment (answering machine, copy machine, fax, telephone, computer, printer, check scanner, etc.) in working order at all times. d. Maintain adequate supply of all required forms (forms must be legible) and supplies. e. Post and maintain all required posters, notices, and signs. f. Read and become familiar with all appropriate manuals, regulations and procedures including: 1. USDA-RD 3560 2. FMC Procedure Manual Book 1 & 2 3. FMC Forms Manual 4. FMC Employee Handbook 5. FMC Website 6. FMC Employment Procedures & Forms 7. Fair Housing Regulations 8. State Landlord/Tenant Laws 9. Grace Hill Training 10. Tax Credit Regulations (if appropriate) g. Maintain and control project keys in accordance with FMC Procedure Manual. 2. Leasing a. Market property with the occupancy of vacant apartments by eligible residents as the first and foremost priority. b. Respond to inquiries from prospective residents. c. Maintain project inquiry list. d. Maintain project waiting list. e. Help prospective residents complete Application and obtain all required forms and documentation. f. Process in a timely and accurate manner all required documentation to resident files during the move-in, recertification, and move-out procedure. 3. Rent Collection a. Collect and deposit rents daily. b. Aggressively pursue delinquent accounts and issue all notices in a timely fashion. c. Maintain and post resident ledgers and CRJs. d. Never accept cash. 4. Tenant Certifications a. Issue 90-60-30 day notices when due. Inspect units prior to issuing the 90 day notice per FMC Procedure 760. b. Obtain all required recertification documents from residents. c. The Site Manager is responsible for the timely and accurate processing of Tenant Certifications (TC). If, because of the Site Manager's failure to comply, any Tenant Certification is not received when due or was incorrectly calculated, the Site Co-Manager may be held financially responsible for any penalties the property or management company may incur from USDA-RD. 5. Notices and Reports a. Issue all required notices to residents in a timely fashion, including: 1. Delinquency Notices 2. Recertification Notices3. Disturbance Notices 4. Lease Violation Notices 5. Lease Termination 6. Security Deposit Claims b. Submit all reports when due. 6. Property Supervision a. Continually inspect property, including daily walking of the grounds, recording deficiencies, and taking necessary action, within budgetary allocations. b. Respond to emergency calls and disturbances on a 24-hour basis. c. Immediately report accidents and emergency situations to Supervisor and Home Office by preparing and filing the proper reports. d. Supervise and inspect work of anyone working on property, including staff maintenance personnel and vendors. e. Establish schedules and assign personnel for routine maintenance and emergency coverage. f. Maintain property Maintenance Log book. g. Ensure that all maintenance requests are addressed on an immediate one-call basis, if possible, and that residents are notified if parts must be ordered causing a delay. h. Obtain competitive bids for work on property. i. Maintain project inventory list of all assets. j. Establish and maintain a sprinkling schedule to ensure adequate, but not excessive, watering of all landscaped areas. 7. Accounting a. Maintain petty cash fund. b. Process all bills on a weekly basis. c. Operate property within approved USDA-RD Budget 3560-7. d. Obtain all required forms from vendors (including W-9, insurance, licenses, etc.). e. Adhere to all accounting procedures, including, but not limited to: 1. Use of account numbers 2. Purchasing limits 3. Vendor requirements 4. Accounts payable process 5. Rent roll, summary, and recap reports 6. Other monthly reports 7. Special accounting items 8. General a. Attend all required company meetings and training sessions. b. If living on site, complete all required documents as a condition of employment. c. TO CONSISTENTLY ABIDE BY AND ADHERE TO THE FEDERAL FAIR HOUSING LAWS.C. OUTSIDE EMPLOYMENT The Site Manager shall not have any other employment unless authorized in advance, in writing, by the President of Flynn Management Corporation.D. PRIVATE PHONE As a condition of employment, each Site Manager is required to have a private line installed in his/her residence immediately upon hire or must have a cell phone that is carried at all times. The installation and monthly charges are the expense of the Site Co-Manager. No personal phone calls are to be made on the property's business phone.This Agreement may be terminated by either party. Any Site Manager who knowingly disobeys policies, procedures, and instructions from FMC or USDA-RD, does not perform services outlines, or herein, commits an illegal act, whether intentional or otherwise, causes the property to lose financially, or allows the property to become below standard will immediately be relieved of their position and must immediately remove themselves from the office and surrender all project keys.