Property and Evidence Clerk jobs in Clarksville, TN

SUMMARY

This position is also responsible for managing the assigned apartment community for the company. This role is tasked with the goal of maximizing operating performance by executing and by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

Trains, supervises, hires, and terminates onsite employees to include performance evaluations and enforcement of all Hallmark Management, Inc. policies and procedures.

Maintains high standards of resident relations by ensuring that maintenance requests are completed in a timely manner, social activities occur periodically, and communication is maintained between the manager and the onsite staff.

Inspects all vacancies on a weekly basis, walks grounds and recreational areas on a daily basis. Makes sure that vacant units are rent ready and available to show at all times.

Authorizes, approves lease applications, and signs resident leases.

Verifies that prospective residents have been properly screened and see that all leases, rules and regulations, and applications are filled out completely and properly.

Obtains contracts from vendors/contractors to be submitted to the Regional Manager for signature.

Forwards all contracts to the Regional Manager for approval, and to be signed by the Vice President or President.

Completes all credit applications and submits to the Regional Manager for approval and the Vice President or President for signature.

Maintains an organized system for accurate record keeping which includes resident files, marketing information, maintenance records, purchasing, inspections, general correspondence, and budget logs.

Processes all required forms and ensures timely submission of required reports.

Prepares all invoices for submission for payment. All contracted work should be verified to be complete and performed to specifications before invoicing for payment.

Stamps, reviews, copies, and approves invoices and forwards to Regional Manager. Forwards any utility bills for payment and logs into utility log.

Maintains accurate record keeping for all incoming funds which includes petty cash, rental income, security deposits, and/or miscellaneous income.

Requests specific property expenditures within the pre-approved limits and reviews for conformity with Chart of Accounts. (Expenses over the approved amount require Regional Manager approval).

Reviews monthly accounting reports and discusses and documents discrepancies with Regional Manager.

Reviews monthly operating statements for compliance with annual budget and implement plans of action to optimize site profitability.

Helps with the preparation of the annual operating budget and business plan and reviews with Regional Manager.

Schedules and orders supplies and work performed at the property within budgeted expense levels.

Collects bad debts through legal process and files warrants promptly.

Is responsible for property inventory and knowledge of maintenance functions, water and sewer cut-offs, and emergency situation procedures.

Keeps Regional Manager informed of any and all serious maintenance issues.

Reports items concerning health and safety to the Regional Manager with a plan of action for correction.

Prepares monthly markets analysis which compares rents/amenities, monthly property analysis, tracks current trends, general market conditions, occupancy, and leasing activity for the month.

Maintains the highest physical and economic occupancy at all times.

Leases vacancies and apartments on notice as professionally and quickly as possible to reduce vacancy loss.

Conducts regularly scheduled staff meetings to keep all personnel informed as to current goals.

Keeps staff aware of current Safety Regulations and procedures by holding regularly scheduled meetings.

Remains familiar with duties of all on-site staff and ensures that all duties are fulfilled at all times.

Informs manger immediately if unable to perform any of your assigned duties. ATTENDANCE:

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical- Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress and completes projects on time.

Interpersonal

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs and responds to requests for service and assistance from residents in a timely manner.
• External Working Relationships – Develops and maintains courteous and effective working relationships with residents, staff, vendors and/or any other representatives of external organizations.

Leadership

• Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth.

Organization

• Business Acumen - Demonstrates knowledge of market and competition; Aligns work with strategic goals; Analyzes market and completion and adapts strategy to changing conditions.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures.

• Business Necessity – The needs of the employer may be dependent on responding to and anticipating rapidly changing external and internal demands in all aspects of how business is conducted. This may include, but is not limited to, organization structure, finances goals, personnel, work processes, technology, and customer demands. Therefore, it may become necessary to make modifications to how business is conducted and work is accomplished, with minimal or no advance notice to employees. Accordingly the employees must be capable of adapting, with minimal or no advantage notice, to changes in how business is conducted and work is accomplished, with no diminishment in work performance.
• Safety and Security –All employees are responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management.

SUPERVISORY RESPONSIBILITIES:

Supervisory responsibilities may vary which may include but not limited to the overall direction, coordination, and evaluation of these units. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret business and financial documents as well as, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

COMPUTER SKILLS:

Proficient in basic computer programs including Microsoft Word and Excel, Classic and or One Site Software; and Email.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Fair Housing Certificate.
• Valid Driver’s License.

OTHER SKILLS, ABILITIES, AND QUALIFICATIONS:

• 3 – 5 years of previous Real estate, property management experience.
• Associate’s or Bachelor’s Degree in Business or Management preferred.
• Basic to intermediate accounting skills.
• Expected to complete necessary Fair Housing and Occupational Safety and Hazard Administration certifications.
• Must be able to lead in a collaborative manner.
• Strong Interpersonal Skills.
• Goal oriented with a drive for results.
• Demonstrates strong organizational skills necessary to oversee a number of different properties.
• Possesses knowledge of the real estate industry, including market trends, prices, and state and federal housing regulations.
• Demonstrates familiarity with financial management software used to balance budget and track payments.
• Must be willing and able to travel to various property sites when required.
• Must be detail oriented with ability to manage time efficiently.
• Exhibits solid communication skills, with an ability to calmly resolve disputes or complaints.
• Works well with a team and provides necessary leadership to onsite staff.
• Provide superb customer service by interacting and engaging in a friendly manner with potential and current tenants.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and/or operation of a computer for up to 8 hours or more hours a day use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk.

The employee must occasionally lift and/or move up to 20 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to a climate controlled office setting. The employee is frequently exposed to some outdoor activity such as walking the property throughout the year is required.