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
- Assist with the preparation of weekly status reports as well as recommendations for changes to pricing or leasing specials
- Assist with the implementation of resident retention programs
- Represent the community and Landmark Properties in a professional manner
- Ensure staff member comply with corporate policies and government laws on Fair Housing
- Ensure emails and voicemails are checked several times daily and responded to in a timely manner
- Understand, review and make revision recommendations to the corporate team regarding the lease documents and related addendums
General Administration
- Ensure confidentiality of client, resident and company information
- Help coordinate and attend all staff meetings and any special or emergency meetings
- Understand and adhere to the Landmark Properties policies and procedures
- Maintain a clean and professional work environment
- Report time and attendance
- Assist in corporate projects as requested
- Assist the Resident Services Manager with the daily operations of the property
- Assist with regular inspections of the community
Financial Management
- Oversee the timely collection of rental and misc. income due from current and former residents
- Make daily bank deposits, whether by check scanner or counter deposit
- Ensure accuracy of daily bank deposits and account data entry
- Manage resident accounts and closely monitor delinquencies
- Prepare balance due and credit memos
- Prepare delinquency report and recap collection efforts
- Process evictions
- Negotiate payment plans for former resident balances
- Work closely with the collection agency on collecting former balances
- Prepare month end pre-close and process month end financial reporting
- Assist the Resident Services Manager with the accounts payable process
- Provide documentation/receipts for all company purchases
Personnel
- Assist in development and supervision of staff
Customer Service
- Understand the needs and expectations of residents, prospective residents, clients, and vendors and exceed their expectations
- Develop a sense of community among the residents and staff
- Maintain active and effective communication with residents and parents
- Contribute to the monthly newsletter and resident communications
- Maintain a positive community environment for both residents and associates and encourage participation in events and activities
- Assist in mediation and resolution of resident conflicts by encouraging the respect for and appreciation of individual differences
Facilities
- Assist the Community Manger in creating and implementing a successful turn plan
- Ensure the staff is utilizing the Facilities module in OneSite to track, close, and follow up on all service requests
- Regularly walk the property to identify and address maintenance issues
- Assist the Community Manager and maintenance team in quarterly inspections of each unit to identify and address maintenance issues
- Initiate billing and collection of charges for damages discovered in quarterly inspections
Risk Control
- Understand, communicate, and enforce community safety, emergency, and fire evacuation policies and procedures, providing emergency response and referral services and resources
- Document and address behaviors of residents that violate the law or the community lease agreement
- Identify and report safety and security risks to the Community Manager
- Assist the Community Manager in handling emergency situations in conjunction with the corporate team
Requirements
- Bachelor degree strongly preferred, high school diploma required
- 2 years experience in various positions in a residential rental community is preferred
- Student housing experience is STRONGLY preferred
- Strong financial, organizational, analytical and decision-making skills
- Strong internet, word processing, and spreadsheet skills
- Must have excellent communication, management, and people skills
- Entrata experience preferred