POSITION SUMMARY
The Community Manager is the principal on-site housing professional and first point of contact for residents, prospective residents, families, applicants, vendors, and community partners. The position is responsible for maintaining strong occupancy and a welcoming resident experience across Shelter Equity's boutique independent living community for seniors and an additional portfolio of 37 scattered-site affordable rental units.
The Community Manager leads leasing, renewals, move-ins, resident communication, delinquency follow-up, vacancy marketing, community activities, and the day-to-day coordination of third-party maintenance. The position also supervises two part-time employees who support cleaning and continental breakfast service at the senior community. The successful candidate will be highly visible, tenant-friendly, organized, responsive, knowledgeable about fair housing and leasing requirements, and attentive to the appearance and condition of each property.
POSITION SCOPE
This is a hands-on housing-management and resident-service role. The senior property is an independent living community, not an assisted living or healthcare facility. The Community Manager supports residents with housing and community questions but does not provide medical care, personal care, medication management, or clinical services.
ESSENTIAL RESPONSIBILITIES
1. Leasing, Marketing and Occupancy Management
Maintain strong occupancy across the boutique independent living community and the 37-unit scattered-site portfolio, consistent with approved leasing criteria and budget expectations.
Respond promptly and warmly to prospective-resident inquiries by telephone, email, website, referral sources, and in person.
Conduct community and unit tours, explain available housing, rental rates, included services, fees, eligibility requirements, lease terms, and community expectations.
Prepare complete leasing packets, applications, screening documents, income and eligibility documentation, lease files, move-in materials, and required disclosures.
Process applications consistently and in accordance with fair housing requirements, approved screening standards, and applicable leasing rules.
Market vacant units through approved websites, listing platforms, referral relationships, signage, community outreach, and other cost-effective channels.
Maintain accurate vacancy, prospect, application, waitlist, tour, conversion, and move-in records and provide regular leasing reports to the CEO and CAO.
Follow up consistently with qualified prospects and applicants so opportunities are not lost because of delayed communication.
2. Lease Renewals, Move-Ins and Resident Records
Manage the lease-renewal calendar and begin renewal outreach sufficiently in advance to avoid unnecessary vacancies or expired leases.
Prepare renewal offers, lease documents, notices, addenda, resident packets, and required signatures using approved forms and procedures.
Coordinate move-ins, unit-readiness confirmation, keys, utility information, welcome materials, orientation, building access, and resident introductions.
Coordinate move-outs, notices, key return, unit-condition documentation, forwarding information, and turnover scheduling.
Maintain complete, accurate, confidential, and readily retrievable resident and applicant files in the property-management system and approved digital records.
Ensure lease terms, resident communications, notices, and documentation are applied consistently and respectfully.
3. Resident Relations and Senior Community Support
Serve as the first point of contact and visible on-site representative for residents of the senior community.
Answer resident, family, applicant, vendor, and community questions with patience, professionalism, warmth, and appropriate follow-through.
Maintain an approachable presence and develop positive relationships with residents while respecting privacy, independence, and professional boundaries.
Receive, document, and address resident concerns, complaints, requests, and community questions; elevate serious, sensitive, or unresolved matters to the CEO or CAO.
Communicate building notices, policy reminders, inspections, maintenance visits, activities, weather-related information, and other community updates clearly and promptly.
Support a respectful, inclusive, smoke-free, and welcoming housing environment.
Recognize emergencies or potential safety concerns and follow established notification and emergency-response procedures.
4. Rent Collection and Delinquency Management
Monitor rent-payment status and resident balances across the assigned portfolio.
Conduct prompt, professional, and well-documented follow-up regarding late or incomplete payments.
Prepare approved delinquency notices, payment-plan documentation, ledger support, and referrals for further action in coordination with the CEO, CAO, and accounting partner.
Maintain accurate notes of resident communications, commitments, disputes, and follow-up dates.
Treat residents respectfully while applying rent-collection policies consistently and protecting the financial stability of the organization.
Escalate chronic delinquency, lease violations, legal notices, or unusual account issues promptly.
5. Fair Housing, Leasing Compliance and Professional Conduct
Apply the Fair Housing Act, applicable state and local fair housing requirements, approved occupancy policies, screening criteria, and leasing procedures consistently.
Avoid discriminatory statements, inconsistent treatment, unauthorized promises, or deviations from approved leasing standards.
Coordinate requests for reasonable accommodations or modifications with the CAO and CEO and maintain required documentation.
Protect confidential applicant and resident information and discuss sensitive matters only with authorized persons.
Participate in required fair housing, leasing, privacy, safety, and property-management training.
Immediately report potential compliance concerns, resident-rights issues, threats, harassment, fraud, or legal notices to the CEO and CAO.
6. Maintenance Coordination and Repair Approvals
Serve as the primary operational contact for residents submitting maintenance requests and for third-party maintenance providers performing work at assigned properties.
Review, prioritize, document, and route maintenance requests promptly, distinguishing emergencies, urgent repairs, routine repairs, and capital needs.
Review and approve larger repair proposals within delegated approval limits and refer repairs above established thresholds, unusual conditions, or capital expenditures to the CEO or CAO.
Coordinate vendor access, resident notice, scheduling, keys, completion verification, photographs, invoices, and follow-up.
Confirm that completed work is satisfactory and that unresolved or recurring issues are documented and escalated.
Track work-order status and vendor responsiveness through the approved maintenance platform and provide reports as requested.
The Community Manager coordinates and verifies maintenance but does not perform skilled maintenance work unless specifically authorized.
7. Property Appearance, Grounds and Physical Standards
Serve as the organization's eyes on the ground by routinely observing the senior community and scattered-site properties for cleanliness, curb appeal, safety, deterioration, or conditions that appear out of order.
Maintain a strong visual standard for entrances, common areas, hallways, vacant units, signage, exterior lighting, trash areas, landscaping, lawns, beds, shrubs, trees, walkways, and parking areas.
Recognize when landscaping or exterior services are below standard and promptly communicate corrective expectations to the responsible vendor.
Document concerns with clear notes and photographs, track corrective action, and verify that issues have been resolved.
Recommend practical improvements that support resident pride, marketability, safety, and the overall presentation of Shelter Equity properties.
Report damage, hazards, unauthorized alterations, pest concerns, water intrusion, excessive clutter, or other material property issues promptly.
8. Cleaning, Continental Breakfast and Staff Supervision
Directly supervise, schedule, train, and evaluate two part-time employees responsible for cleaning and continental breakfast support at the senior community.
Establish written cleaning standards, task schedules, supply controls, breakfast procedures, opening and closing expectations, and quality checks.
Monitor the cleanliness of common areas, offices, restrooms, resident-facing spaces, vacant units, and other assigned areas.
Ensure continental breakfast is presented consistently, safely, attractively, and within the approved budget and service model.
Manage attendance, timekeeping, coverage, work assignments, performance feedback, and routine employee concerns in coordination with the CAO.
Maintain adequate supplies and coordinate ordering within the approved budget.
Escalate significant performance, conduct, scheduling, or personnel concerns to the CEO and CAO.
9. Senior Activities and Community Engagement
Create, publish, and maintain a practical monthly activities calendar for the senior community.
Plan a balanced mix of social, educational, recreational, wellness, faith-friendly, and community-building opportunities appropriate for independent older adults.
Coordinate activity logistics, room setup, supplies, volunteers, presenters, local partners, communications, attendance, and follow-up.
Encourage participation without making programming feel mandatory or intrusive.
Develop relationships with churches, civic groups, healthcare educators, community organizations, volunteers, and local businesses that can contribute appropriate programming or resident resources.
Seek resident input and adjust activities based on participation, feedback, interests, accessibility, and budget.
10. Communications, Telephone Coverage and Administrative Support
Answer and route a light volume of resident, applicant, vendor, and community telephone calls during assigned office hours.
Maintain accurate messages and follow-up records and ensure callers receive a timely response from the appropriate person.
Prepare standard leasing, renewal, move-in, resident, inspection, activity, and vendor packets using approved templates.
Maintain organized digital and physical files, calendars, keys, access records, property contacts, supply records, and routine administrative documentation.
Use DoorLoop, Latchel, Microsoft 365, email, and other assigned systems accurately and consistently.
Assist with community notices, mailings, resident communications, reports, data entry, and special projects.
Perform additional administrative and operational duties assigned by the CEO or CAO that are reasonably related to housing operations and organizational needs.
11. Reporting and Management Accountability
Provide the CEO and CAO with a concise weekly report covering occupancy, vacancies, prospects, applications, renewals, move-ins, move-outs, delinquencies, resident concerns, maintenance status, cleaning, breakfast, activities, and property-condition issues.
Maintain an accurate calendar of upcoming renewals, inspections, notices, vendor visits, resident events, employee schedules, and critical follow-ups.
Immediately report emergencies, serious resident concerns, threats, significant property damage, legal notices, safety hazards, fair housing concerns, or material financial issues.
Track assigned matters to completion and provide accurate status updates based on personal verification or reliable documentation.
Recommend practical improvements to occupancy, resident service, property appearance, vendor performance, community programming, and operating efficiency.
Pay: From $60,000.00 per year
Benefits:
- 401(k)
- Paid time off
- Retirement plan
Education:
Experience:
- leasing: 3 years (Required)
Work Location: In person
