Job Details
Job Location: Corporate Address- California - Aliso Viejo, CA
Position Type: Full Time
Salary Range: Undisclosed
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.