Job Description
The Operations Assistant's primary goal is to assist the Resident Services Manager with the property’s daily operations and management, with a detailed focus on account receivables and servicing our residents. The Operations Assistant places our residents’ needs, requests, and follow-up as a top priority. The Operations Assistant should always maintain a level of professionalism and courtesy.
Reports to: Community Manager
Direct Reports: None
Roles and Responsibilities
The duties listed below are an outline of the Operations Assistant’s responsibilities and should not be considered an all-inclusive list. As the needs of the community change, these duties may be modified as needed.
Leasing & Marketing
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Assist with the preparation of weekly status reports as well as recommendations for changes to pricing or leasing specials
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Assist with the implementation of resident retention programs
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Represent the community and Landmark Properties in a professional manner
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Ensure staff member comply with corporate policies and government laws on Fair Housing
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Ensure emails and voicemails are checked several times daily and responded to in a timely manner
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Understand, review and make revision recommendations to the corporate team regarding the lease documents and related addendums
General Administration
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Ensure confidentiality of client, resident and company information
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Help coordinate and attend all staff meetings and any special or emergency meetings
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Understand and adhere to the Landmark Properties policies and procedures
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Maintain a clean and professional work environment
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Report time and attendance
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Assist in corporate projects as requested
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Assist the Resident Services Manager with the daily operations of the property
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Assist with regular inspections of the community
Financial Management
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Oversee the timely collection of rental and misc. income due from current and former residents
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Make daily bank deposits, whether by check scanner or counter deposit
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Ensure accuracy of daily bank deposits and account data entry
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Manage resident accounts and closely monitor delinquencies
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Prepare balance due and credit memos
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Prepare delinquency report and recap collection efforts
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Process evictions
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Negotiate payment plans for former resident balances
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Work closely with the collection agency on collecting former balances
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Prepare month end pre-close and process month end financial reporting
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Assist the Resident Services Manager with the accounts payable process
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Provide documentation/receipts for all company purchases
Personnel
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Assist in development and supervision of staff
Customer Service
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Understand the needs and expectations of residents, prospective residents, clients, and vendors and exceed their expectations
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Develop a sense of community among the residents and staff
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Maintain active and effective communication with residents and parents
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Contribute to the monthly newsletter and resident communications
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Maintain a positive community environment for both residents and associates and encourage participation in events and activities
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Assist in mediation and resolution of resident conflicts by encouraging the respect for and appreciation of individual differences
Facilities
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Assist the Community Manger in creating and implementing a successful turn plan
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Ensure the staff is utilizing the Facilities module in Entrata to track, close, and follow up on all service requests
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Regularly walk the property to identify and address maintenance issues
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Assist the Community Manager and maintenance team in quarterly inspections of each unit to identify and address maintenance issues
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Initiate billing and collection of charges for damages discovered in quarterly inspections
Risk Control
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Understand, communicate, and enforce community safety, emergency, and fire evacuation policies and procedures, providing emergency response and referral services and resources
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Document and address behaviors of residents that violate the law or the community lease agreement
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Identify and report safety and security risks to the Community Manager
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Assist the Community Manager in handling emergency situations in conjunction with the corporate team
Requirements
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Bachelor degree strongly preferred, high school diploma required
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2 years experience in various positions in a residential rental community is preferred
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Student housing experience is STRONGLY preferred
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Strong financial, organizational, analytical and decision-making skills
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Strong internet, word processing, and spreadsheet skills
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Must have excellent communication, management, and people skills
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Entrata experience preferred
The pay for this position is $17.00 per hour depending on a variety of factors including market factors in the geographical location where the candidate lives.
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Landmark Properties is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
