Apartment Manager/Maintenance Team - Lowell , AR

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Site Manager will perform the following duties and any other job responsibilities assigned.  Office personnel will be available during the office hours of the property.

Paperwork

·         Collect rents and make bank deposits.

·         Complete Delinquency Statements and do follow-up. 

·         Send 90 Day Notice, issue verification forms required for Re-certification.

·         Maintain a daily log of duties performed on the property.

·         Complete Maintenance Requests.

·         Maintain a monthly inventory.

·         Type and hand out notices to residents. 

·         Organize community room activities (i.e. Birthdays, Holiday Activities, Potlucks & Game Night).

·         Update waiting list-minimum every six (6) months.

·         Issue Violations and follow-up.  Work with Property Manager on evictions.

·         Handle all advertising as needed.

Painting and Cleaning

• Site Manager is responsible for organizing the making ready of all apartments for occupancy within a three (3) day turnaround. 

·         Make sure cleaning supplies are available.

·         Issue the Cleaning Checklist to the sub-contractor cleaning the unit.

·         Inspect unit for maintenance and painting required to bring unit to rental condition.

·         Painting will be done in the most cost effective way.  Manager is responsible for                                            touch-ups  completes.

·         Issue the Painting Guidelines and Painting Make Ready form to sub-contractor.

·         Obtain sub-contractor insurance requirements. 

·         Follow-up with final inspection of sub-contractors work.

·         Arrange carpet cleaning company, inspect and approve work performed.

·         Turn off electric in warmer weather or adjust heat in colder weather.

·         Manager will check vacant apartments for vandalism, cleanliness and maintenance problems twice a week (more often in cold weather).  Will freshen up if required.

Rent Up & Vacancies

·         Be willing to show apartments at all times - appointments are to be set-up ahead of time, when possible. 

·         Hand out Rental Application package and brochures.

·         Obtain Security Deposit and if payment arrangements are made, follow-up on balances.

·         As soon as vacating notice is given, refer to waiting list or begin marketing unit to fill the vacancy.

·         Make quarterly contacts for marketing, send letters and maintain quarterly Affirmative Fair Housing Marketing Log.

·         Work with PPM Office on lowering the “turn-over ratio” and staying within approved budget.

Move-in and Move-out

Move-ins

·         Gather all necessary documents for initial Certification.  Prepare worksheet and forward to PPM.

·         The PPM office will complete the Resident Certification.

·         Prepare the Lease Agreement package and administer the Lease.

·         Perform Move-In Inspection and issue keys.

·         Familiarize resident with operation of all equipment and appliances.

·         Instruct resident where to park, where their mailbox is located and the laundry facilities. 

·         Update resident list, telephone list and birthday list.

Move-outs

·         Obtain Thirty Day Notice and send Notice of Intent to Vacate to PPM.

·         Perform Move-Out Inspection and obtain keys.

·         Arrange electric switch-over.

·         Perform painting and cleaning description as outlined previously.

·         Send Request For Security Deposit Refund to PPM.  

·         Switch out locks and adjust keys accordingly.

·         Begin marketing.

Maintenance

Maintenance personnel will perform maintenance during the office hours of the property.

·         Maintenance will be performed within 48-72 hours and in the most cost effective way.  (Excluding major electrical, plumbing or heating and cooling problems.)

·         Advise PPM Office when outside help is needed.

·         Leave “Door Knockers” when entering a unit.

·         Work with PPM on the “Current Planned Improvements.”

·         Approve all work done by outside contractors.

·         Observe and learn when outside contractor services are being used.

·         Record maintenance in daily Maintenance Log.

·         Handle preventive maintenance work as scheduled by PPM (filter changes, smoke detectors, etc.).

Grounds Maintenance

·         Walk the grounds daily.

·         Raise and lower the flag daily (weather permitting), familiarize yourself with The Flag Code insert in the S.O.P.

·         Clean common areas and check overall condition of the property.

·         Keep grounds, sidewalks and parking lot swept, clear of rocks, trash and cigarette butts.

·         Perform pruning and trimming of shrubs (in season).  Rid and treat shrubs for bag worms in May.

·         Keep landscaped areas weeded and free of leaves and debris on a regular basis. 

·         Arrange mowing with lawn care vendor 3-4 days in advance.  Oversee mowing and weed-eating and approve work.  (Must walk grounds before and after mowing.)

·         Keep oil spots cleaned up in parking area (work with resident when they are responsible).

·         Keep limbs picked up off lawn (walk grounds after storms).

·         Water lawn, shrubs and fertilize as necessary.

·         Rake leaves as necessary.  Arrange one (1) major leaf raking and oversee (usually late fall).

·         Twice a month, inspect all outside lights (at dark) and replace bulbs as needed and clean out bugs.

·         Remove snow/ice on sidewalks as necessary.  Make arrangements for help in the parking lots.  (Spread sand/ice melt sparingly as to not damage sidewalks).

·         Record grounds care in daily Maintenance Log.

·         Put up seasonal decorations around the property.

·         Maintain cleanliness of the OLM (Office Building).  Check laundry room daily (lights off, air off, heat down, vandalism, etc.).

Other Job Duties (Manager & Maintenance)

·         Perform a monthly inspection with Property Manager.

·         Handle resident complaints keeping a record of conversation(s) to file in residents file.

·         Attend training seminars as requested.

·         Obtain and read the PPM S.O.P. Manual signing an Acknowledgement of Receipt.

·         Obtain and read the Manager Section of the FmHA 1930-C Handbook (if your property is RD).

·         Work with PPM to stay in budget and work for the best of the property, its owners, and most important, the residents.

This is a full time position for the Manager and Maintenance technician.  Benefits include vacation. holiday pay, sick pay, and health insurance.