Operations Specialist

Description

Principal Objective of Position:                                                                                                     

The Operations Specialist serves an expert in all areas of Book & Ladder operating procedures, is a prime example of the Book & Ladder Pillars and travels to our communities to assist or fill in, as needed, to support the success of the assigned community and overall company.

Essential Functions:                                                                                                                       

• At All Assigned Communities:
  • Regularly monitor market and internal property trends to ensure maximum pre-lease, retention, and occupancy potential is reached.
  • Regularly monitor all community financials to ensure positive NOI.
  • Hire, train, supervise, and motivate all team members at assigned properties to achieve operational and leasing goals and objectives.
  • Establish, direct, and monitor all work performed by community team members to ensure the needs of the community and guests are being fully met. Train as needed.
  • Assist as needed in the formulation of projected budgets for all assigned properties.
  • Ensure performance within established budgetary guidelines by reviewing monthly variances.
  • Always ensure the stable and safe operation of the property and ensure compliance with all company policies and procedures, as well as local, state, and federal laws and ordinances.
  • Oversee and manage the turn process and schedule to ensure timeliness, quality, and corporate standard.
  • Ensure rents are collected and posted per policy compliance and monitor delinquency.
  • Ensure bank deposits are made daily and reported accurately.
  • Coordinate, secure, and monitor vendor/contractor function.
  • Execute all Notice(s) to Vacate, evictions, and lease releases and communicate with appropriate corporate team. In accordance with local and state laws.
  • Walk property on a weekly basis to inspect and ensure all aspects of the property meet the Book & Ladder expectations.
  • Maintain knowledge of local market conditions and trends and evaluate weekly market surveys, implementing a plan of action as necessary making sure Leasing & Marketing team member(s) are looped in and participating.
  • Deal with guest concerns and requests on a timely basis to ensure guest satisfaction while supporting the Book & Ladder mission.
  • Assist in the development and implementation of guest retention events.
  • Ensure distribution of all company and community issued notices.
  • Consistently implement policies of the community to all guests.
  • Maintain marketing initiatives and collaborate with leasing and marketing support to develop site specific plans and initiatives.
  • Assist with leasing duties as needed and approval of all new leases.
  • Approve and reconcile all monthly company credit card purchases and invoices as required (per Company policy).
  • Monitor and approve payroll and time-off requests in a timely manner.
  • Accept checks, money orders, and certified checks for daily deposits.
  • Ensure all required permitting, subscriptions and licensures are up-to-day and renewed when necessary.
  • Ensure shuttles are on a regular and preventive maintenance schedule.
  • Monitory Courtesy Officer Logs and communication (where applicable).
  • Ensure accuracy of ledgers and Final Account Statements are processed in a timely manner.
  • Monitor revenue, expenses, management contract obligations, and company obligations.
  • Perform and document appropriate employee evaluations including, but not limited to, performance reviews, corrective action reviews, and termination paperwork.
  • Manage property risk by effectively communicating / documenting incidents and potential liabilities.
  • Perform other duties as assigned by supervisor.
• When Not at an Assigned Community:
  • Assist the Operations and Training team with the building of support documentation as needed.
  • Assist with onboarding new team members where appropriate.
  • Assist with training of new and existing team members.
• Travel: Up to 100 percent travel is necessary annually.

Other Responsibilities:                                                                                                                   

• Represent property within the community and make contacts with employers, real estate agencies, and others as part of the outreach programs.
• Produce and/or review all daily, weekly, and monthly reports and activities associated with the property (i.e., invoices, property activity, leases, delinquencies, etc.); Submit required reports to corporate management team as requested.
• Conduct periodic inspections of vacant apartments.
• Maintain office supply inventory.

Qualifications

Education and Experience Required:                                                                                           

• Two years previous experience in a property manager or assistant manager (property management) role
• Four years previous experience in property management industry

Knowledge, Skills, and Abilities Required:                                                                                  

• Demonstrated ability to lead and direct a team to achieve established goals.
• Knowledge and thorough understand of Equal Housing Opportunity (EHO) requirements and applicableprogram regulations.
• Proficient math and computations skills.
• Ability to operate basic computer programs including, but not limited to, MS Office products, InternetExplorer, etc.
• Valid driver's license.
• Ability to work occasional night and weekend events for outreach.
• Ability to work one weekend per month.

Preferred Qualifications:                                                                                                                

• Previous Entrata knowledge

Work Environment and Physical Demands:                                                                                

•    Office work environment.

•    Primarily inside work but may have to work outside occasionally.

•    Mostly sedentary work, but some walking, climbing, bending, stooping, reaching, and pushing/pulling may be required on occasion.

•    Requires routine use of standard office equipment such as computers, telephones, laptop, cell phone,photocopiers, filing cabinets, fax machines, etc.

•    Ability to lift up to 20 lbs. occasionally.