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
- 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 Entrata 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
The pay for this position is $19.00 per hour depending on a variety of factors including market factors in the geographical location where the candidate lives.
Landmark Properties is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
