Manager - Ryan's Corner
Legum & Norman, Inc.
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Job Title |
Manager |
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Name of Employee |
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Position Description |
Site Manager |
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Name of Employer |
Legum & Norman, Inc. |
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Approved By |
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Qualifications |
Education and Background
Property Management related
professional designation or candidate such as CPM, PCAM and/or PRA. Have college training in real estate, public
administration and business management, advanced academic and/or professional
educations development and professional designations and licenses.
At least five years in being
responsible for community facilities and/ or residential property. Have a strong record of community and/or
organizational leadership.
Have an background in or
understanding of financial management, community association law, facilities
operation, human resource management, and facilities restoration contracting,
oral and writing communications skills.
Summary Duties and Responsibilities |
The Manager is responsible
for the on-site general administration and physical operations of the
property. The Manager will provide
direction to the on-site staff, and assure that the management program and
orientation thereof is properly executed.
The Manager will be responsible for the effective operation and
cleanliness of the property, for ensuring performance of established
maintenance and leasing programs and
establishment of excellent relations with residents.
The Manager reports to and
answers to the managing agent through the assigned Property or Community Manager assigned by the managing agent and is authorized to operate within the
confines of the approved budget.
Specific Duties |
Responsible for all job
assignments, explanation of employee duties and performance; informing and
educating operating staff on policies and procedures.
Periodically review employee
performance, conduct periodic employee critiques, and schedule training
programs as needed.
Conduct regular staff
meeting.
Conduct weekly inspections
of and submit a written report of the buildings and grounds, noting
deficiencies of operating employees and physical appearance of the property,
and deferred maintenance.
Prepare weekly inspection
report outlining condition progress and employee performance relating to
cleanliness of buildings and grounds, and summary of maintenance operations.
Follow up on all inspections
and other observed and known conditions and take what every action is
necessary, expected and prudent to insure the performance of corrective,
preventive and routine maintenance, cleaning and upkeep of the property. Inform the Property/Community Manager of
observed deferred maintenance and property deficiencies in writing, noting
specific locations, conditions, and recommendations for corrective measures if
further actions and resources are needed.
Inspect mechanical areas of
the building with particular emphasis on the proper performance of maintenance,
to ensure the success of the preventive maintenance program.
Conduct daily inspections of
the lobby, leading elevators and grounds and known areas of work in progress.
Inspect apartments for rules
and architectural compliance when a resale certification is requested.
Be responsible for the
responsiveness if vendors/contract services to the property and any problem
arising there from to be reported to the Property Manager. Closely monitor all vendor service including
security contracts.
Purchase the necessary
supplies, and replacement items required for property operations and building
maintenance not specifically assigned to responsible department heads.
Supervise appropriate
receipt and purchasing records.
Approve all departments
purchased under $500.00.
Issue move-in packages to all residents
Be responsible for the
proper flow of suggestions, grievances and inquiries to the Property Manager.
All possible communication
outlets to keep the Residents informed as to developments within the building
affecting them should be utilized to their fullest extent. This would include such things as (1)
utilizing the bulletin board; (2) posting of utility usage notices; (3) letters
to individual residents and/or owners both individually and collectively; and
(4) contact all new residents within 7 days of move-in.
Prepare and submit accurate
and complete essential building reports, various data-input, forms and other
required correspondence.
Monitor all maintenance
records to ensure proper documentation of all maintenance and preventive
maintenance work accomplished. Ensure
the proper scheduling of all required preventive maintenance.
All cases, which involve
damage or injury to any person or persons, must be reported to the insurance
agent and the Property Manager as soon as practical. If the claim can be readily judged to be less than the
deductible, then there is no need to contact the insurance agent. However, in that case a written report
should be provided to the General Manager.
Submit all insurance claims
and maintain insurance records.
Key control is the
responsibility of the building manager.
The manager must, therefore, in conjunction with the management company
set up and maintain a key control system which would provide for the proper
security and accessibility of keys. One
critical part of this control would be a key sign out register.
Review security,
switchboard, maintain building loss and reports for properly maintaining a
record of all incidents/accidents as well as other important happenings within
the building must be kept. An important
happening within the building would be anything that would involve a request
for action by an owner or resident that requires attention. In addition, a statement as to action taken
should be recorded.
Submit a monthly report on
work orders of maintenance performed as well as progress and status of all
projects for the inclusion in the monthly management report to the Board of
Directors.
Prepare and verify time
records of all employees and forward to the managing agent as required.
Organize all office
operations.
All service to residents
must, without exception, be based on the following priorities:
Emergency requests always
come first. All other requests are
based upon a first-in-first out system.
Each request should be
handled individually based upon the substance of the complaint of request.
With the Office Assistant
and the Switchboard Operator/Receptionist provide assigned personnel services
for residents.
Be responsible for rules and
regulations, complaints, leases, enforcement and correspondences.
An up-to-date comprehensive
list of contractors who are recommended to do work in the building should be
maintained. A policy should be developed
in accordance with the management company and the property owners
as the proper handling of requests, which are the financial responsibility of
the individual resident.
Manager will be responsible
for being on call for emergency situations as outlined in the Operations
Manual. Further, the manager will be
responsible for ensuring that duty schedules are posted for maintenance and
porter staffs on call for weekends and weekdays.
Respond by writing or
telephone to complaints from residents within 24 hours.
Job Definition |
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Wage & Hour Exempt
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Department |
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Employee # Job Code |
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Supervisor |
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Department |
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Starting Hourly/Annual
Rate |
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Days in Work Week |
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Special Job Requirement: |
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Benefits |
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Yearly Vacation Days |
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Yearly Sick Leave |
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Medical |
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Dental |
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Disability |
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Life Insurance |
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Retirement / 401K |
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Other |
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