Property Director

Company: NEW ADC LLC
Location: Lutz
Posted on: March 17, 2023

Job Description:

Description: INTRODUCTION:
The purpose of this position description is to communicate many of the responsibilities and duties associated with the position of Property Director. While the information is comprehensive, it is noted some of the responsibilities and duties may not be addressed. Altman Management Company operates with a Team Approach and fully expects every person to perform any reasonable task or request that is consistent with fulfilling company goals and objectives. As it is the Company's philosophy to promote from within whenever possible, it is recommended each associate familiarize themselves with the duties and responsibilities of those positions directly above and around their own. This position description does not constitute an employment contract between AMC and any associate.

ESSENTIAL JOB FUNCTIONS:

Attendance:

Scheduled work days may vary. Position requires the ability to work any of the seven days of the week, 52 weeks of the year. Due to the property staffing limitations, it is extremely critical that individuals be able to work their scheduled hours on a consistent basis.
Standard hours of operation per the assigned location. Additional hours as necessary due to variable conditions such as staffing, workload, deadlines or emergencies.

Equipment:

Position requires individuals to either operate their own vehicle or a vehicle provided by the property to transport prospective residents around the property and to use personal vehicle to make bank deposits and pick up supplies, as required.
Position requires purchasing and wearing company specified uniforms and/or accessories to be paid for by the associate.
Position requires the ability to enter data into a computer and generate printed reports.
Position requires the ability to answer telephones, clearly respond to inquiries and produce clear accurate messages.
Position requires the ability to use general office equipment including but not limited to, computers, calculators, copy machines, and facsimile machines.

General:

In conjunction with the Regional Property Director, the Property Director will assist in the formulation of budgets for each upcoming calendar year and is responsible for staying within established budget guidelines throughout the year.
Hire, terminate, supervise, train, and motivate all site staff in order to achieve the operational goals established for the assigned property. Perform new associate orientation. Conduct performance reviews and counseling sessions, as needed, for all staff members.
Responsible for establishing the monthly staff scheduling and ensuring the hours of operation are followed. Responsible for ensuring that the office, models and vacant apartments are in show condition.
Physically walk and inspect the property on a daily basis and check on rent-ready status of vacant apartments. Work with maintenance supervisor to ensure turnovers are timely scheduled and completed. Perform inspection with residents at move-in and move-out.
Conduct market surveys. Shop competition. Maintain a constant awareness of neighborhood market conditions.
Welcome and show property to prospective new residents. Handle incoming phone calls from prospective new residents.
In conjunction with maintenance staff, the Property Director will conduct weekly on-site staff meetings to discus new and reinforce existing policies, procedures and safety standards.
Attend scheduled corporate manager meetings.
Initiate and implement policies/procedures to achieve and maintain a high standard of resident service, resident communications, response to complaints, etc. The position requires daily contact with residents in person or on the telephone.
The position requires constant vendor/subcontractor communications concerning work scheduling, billings, vendor relations, and bidding. The Property Director is responsible for approving and overseeing the payment processing of all site related invoices.
Maintain records on all aspects of management activity on a daily, weekly and monthly basis. Ensure that all income is collected, properly posted, and deposited in an accurate and timely manner.
Determine and implement course of action to collect any delinquent rents to achieve optimum income to the Owner. Oversee the timely processing of all evictions.
Responsible for daily update of 'make-ready board'. Coordinate with maintenance staff to ensure timely turnover of apartments.
Uphold AMC standards of excellence with regard to maintenance and customer service.
Conduct on-going training with site staff on showing and leasing of property, handling customer complaints and maintaining product quality.
Review and approve all new leases to ensure compliance with approval criteria and to ensure all documents have been property completed and signed.
Oversee preparation and review all bond paperwork to ensure compliance and meet reporting requirements (for applicable 'bond' properties).
It is the Property Director's responsibility to know and adhere to all federal, state and local laws related to operation of the property (such as, Fair Housing, ADA, Equal Employment Opportunity, OSHA), as well as all policies and procedures implemented by the home office.
Work with staff to develop program of resident activities and events to encourage community spirit.
Responsibly manage the expenditure of and provide written accounting for any petty cash funded for property use.

Computer:

Ensure that traffic and leasing data is correctly reported, and assist Asst. Property Director with computer data input as necessary.
Prepare daily, weekly and monthly reports as required. Complete monthly closing as required.
Understand computer functions and maintain accurate data files. Follow company computer polices and procedures.
Follow correct procedures in the collection, tracking, and deposit of revenue and maintenance of move-out data. These should be updated on a daily basis.

Leasing:

As necessary, lease apartments and aggressively sell the products and services of the property to which assigned. Develop, refine and effectively train staff on superior telephone and personal sales skills to specifically respond to site visit or telephone inquiries, to conduct site tours, effectively sell to prospects and lease apartments. Work to optimize occupancy while maximizing effective lease rent. Site tours include, but are not limited to, showing and transporting the prospect around the property in order to show the prospect all property amenities, model apartments and available apartments.
Work with the property staff to develop and implement sales and marketing strategies. Increase property traffic levels, maintain closing ratios and work to achieve and exceed budgeted occupancy percentages.
Maintain thorough product knowledge of own property and that of major competition through site visits/tours and telephone surveys.
Prepare all lease related paperwork in an accurate and timely manner. Be able to explain all lease documents to new associates and to prospective and existing residents. Ensure all documents are properly completed prior to resident move-in.
Follow established policy and procedures in the qualification, screening and acceptance of applicants for residency.

General Management:

Identify and analyze problems and develop and implement decisions that help the property achieve the owner's objectives and are consistent with the management company's policies and procedures.
Effectively plan and organize present and forecasted workloads.
Effectively disseminate all information and instructions necessary for others, including peers and subordinates, to do their work.
All other duties assigned by the Regional Property Director and home office staff.
Assist in preparation of monthly owner's reports.
Working Environment:

Usually indoors; frequently outdoors, all conditions. Occasional exposure to paint fumes, solvents, adhesives, etc. (Example: apartment immediately after, or during make ready).

PM23

Requirements: Education:
Minimum high school diploma or equivalent; college degree preferred. The position requires the ability to read, write and communicate fluently in English, and the ability to accurately perform basic to intermediate mathematical functions.

Experience:
Minimum-two years previous experience in property management or related field is generally required.

Skills:
The position requires the ability to effectively manage and coordinate people, activities and available resources to accomplish property objectives as established by the annual budget, Regional Property Director, and property Owner. These objectives will include maximizing occupancy levels and property values. The Property Director is directly responsible for maintaining daily, weekly and monthly reports, including accurate reporting of rents and deposits received. The following additional skills are required:
Excellent management and communication skills
Effective administrative and organizational skills
Productive time-management skills
Professional image
Positive customer-service orientation
Knowledge of on-site maintenance requirements including interacting with vendors and subcontractors
Excellent sales skills
Ability to operate and understand personal computer functions and management software packages
Ability to function as a team player
Familiarity with basic office procedures
Licenses:
A valid driver's license and current automobile insurance

Training:
Generally, no prior formal training is required. However, this position requires previous experience in a related field. The Property Director should immediately familiarize themselves with all published AMC policies and procedures and satisfactorily complete any in-house training in leasing, computers and property management offered or required within the first 90 days of employment.

Physical Requirements:

Stand and walk or sit alternatively depending on specific needs of day. Estimate 40% of time is spent on feet and 60% sitting at a desk. Frequent need to perform standing and walking activities related to inspecting and presenting the property.
Have frequent need (50% to 75% of time) to perform the following physical activities:
bend/stoop/squat Pick up litter, file
climb stairs Show and inspect property
push or pull Show and inspect property, close doors and cabinets
reach above shoulders Inspect property, store supplies
Constant need (75% to 100% of time) to perform the following physical activities:
writing/typing Resident communications, data input, inter office correspondence
grasping/turning Telephone, doorknob use
finger dexterity Operation of office equipment
Lifting/carrying (paperwork, deliveries, books, files, misc.)
over 25 lb. Rare need (less than 1% of time)
between 10-15 lb. Occasional need (1% to 25% of time)
less than 10 lb. Frequent need (50% to 75% of time)

Vision Requirements:
Constant need (75% to 100% of time) to complete forms, read and review leases and reports, wide variety of correspondence, view computer screen. Frequent need to see small detail.

Hearing Requirements:
Constant need (75% to 100% of time) to communicate over telephone and in person with prospects, residents, corporate staff and vendors.

Driving Requirements:
Occasional need (25% to 50% of time) to utilize personal transportation to inspect apartment property and surrounding neighborhood and to make bank deposits and to use personal or company-provided vehicle to transport prospective residents throughout the site.

PI207686786

Keywords: NEW ADC LLC, Brandon , Property Director, Executive , Lutz, Florida