Community Director

Mission Statement:

“The Perennial Properties mission is to offer exceptional housing and retail experiences with extraordinary service for our residents, commercial tenants and their customers.”

Location: On Site

Reports To:  Regional Director

Supervises:  All On-Site Personnel

Hours:  9:00 a.m. to 6:00 p.m., Monday thru Friday; 10:00 a.m. to 5:00 p.m., Saturday; noon to 5:00 p.m., Sunday.  The position requires the ability to work any of the seven days of the week, 52 weeks of the year.  Hours of operation are subject to change based on the Property’s needs and activities.

Competencies and Education:  Must be competent in the areas of accountability, communication, customer service, teamwork, planning and organization.  The Community Director should present a professional image at all times.  A minimum of a high school education is required and the position requires the ability to read and write English fluently and the ability to perform intermediate mathematical functions.

Position Requirements: 

• Minimum 2 years of supervisory experience in Property Management or related field.
• Basic computer skills, including Excel, Word, and Outlook.
• An understanding of budgets.

• Excellent communication skills.
• Strong administrative, organizational and time management skills.
• Outstanding customer service skills.
• Ability to close a sale in person and on the telephone.
• Knowledge of on-site maintenance requirements and ability to work with vendors and contractors.
• Ability and access to drive a car.

Physical Requirements:  The position requires the ability to inspect the property in its entirety, tour prospective residents, and deliver notices when needed, oversee maintenance functions, assist with emergency measures, and the ability to withstand all weather conditions. 

Management of Personnel:

• Responsible for recruiting, interviewing and hiring new team members.
• Manage on-going training and development of staff.
• Perform annual performance evaluations with team members and recommend salary changes.
• Address performance issues in a timely manner and complete counseling paperwork.
• Handle termination of team members when necessary.
• Responsible for conducting weekly staff meetings.
• Responsible for delegating work and overseeing work performed by all team members.
• Act as the Safety Manager and ensures that all team members adhere to the Company’s safety guidelines.
• Enforce Company’s policy and procedures.

Financial Responsibilities:

• Prepare the annual budget.
• Implement collection and expense strategies to work within budget parameters and to maximize profit.
• Monitor expenses and collections frequently to determine areas in need of improvement.
• Responsible for monitoring delinquency on the property and keeping bad debt low.
• Approve all expenses up to five hundred and obtain approval from the DPM for expenses exceeding five hundred.
• Oversee maintenance inventory control procedures to curtail overstocking.
• Monitor utility collections and expenses.  Ensure that temperature and light controls are set accordingly to save energy.
• Work with DPM to monitor market conditions, occupancy and leasing trends to establish rents.
• Set or approve rental rate increases for renewals.
• Review monthly financial reports and explain variances in expenses and collections.

Leasing and Marketing Responsibilities: 

• Participate in periodic telephone shops and other training methods to keep skills fine-tuned to ensure that performance is consistent with the Company’s standards.
• Ensure that all leads received via the internet are answered within 2 hours when received during business hours.
• Oversee the leasing staff’s daily review of traffic logs and guest cards.
• Approve all application paperwork prior to move in.
• Review and approve all forms of advertising media for accuracy and effectiveness.
• Monitor lease expirations and occupancy trends to prevent high vacancy levels.
• Develop the marketing plan and ensure that effective weekly/monthly marketing is performed.
• Prepare a written, monthly market survey on competitors.  Physically shop competitors as necessary.

Retention and Resident Relations:

• Ensure that residents are provided with a clean, safe, and well-maintained building and community.
• Communicate clearly and effectively with residents both verbally and in writing.  Proof all resident notices and emails for proper grammar and spelling before delivering.
• Receive resident complaints in a calm and professional manner.  Work to resolve complaints quickly and document pertinent information in the resident’s file.
• Ensure that follow-up is made on all completed work request within 24 hours to confirm satisfaction.
• Survey residents in writing periodically to inquire about customer satisfaction.
• Always be available to speak with residents when needed and practice good resident relations.

Maintenance Responsibilities:

• Perform inspections of the Property in its entirety and record deficiencies.  Schedule repairs as necessary.
• Ensure that the Property is free of hazardous conditions at all times.
• Ensure that maintenance requests are handled in a timely manner and notify residents of any delays.
• Oversee the Property’s preventive maintenance schedule and maintain documentation on the work performed.
• Make sure that all PPE is in good working condition and that maintenance personnel practice safe work habits.
• Conduct monthly safety meetings with the Maintenance Department to discuss topics related to safe work habits.  Keep an attendance log on file.
• Approve the use of external contractors when needed. 
• Complete reference checks and new vendor paperwork on all new vendors. Negotiate costs, if applicable.  Verify insurance coverage.
• Approve bids for work performed by an external contractor up to two hundred fifty dollars.  Request approval from the DPM for work exceeding two hundred fifty.
• Notify the DPM immediately of any major maintenance repairs or damages on the Property that could be considered a liability.
• Ensure that the entire staff is trained on the Mold O & M, Emergency Action Plan, and OSHA Compliance. 

Administrative Tasks:

• Oversee the maintenance of all manual and computer files in an immaculate, organized condition, consistent with the Company’s policy.  Ensure that all current, future, and past resident information is kept confidential; never leave files unattended when not in a locked cabinet.
• Consistently update computer database daily with current activity. Review availability reports, delinquency, and the rent roll for accuracy.
• Oversee the completion of accurate weekly and monthly reporting.
• Enter work requests from residents in the computer database daily and delegate to the appropriate maintenance personnel.  Update work requests once completed and returned by the maintenance department.
• Ensure the key tracking system is properly maintained and review the activity report weekly.  Activity reports should be kept in an organized file on-site for at least one year.
• Oversee package receipt system for residents, ensuring sign-in and sign-out.  Package logs should be kept in an organized file on-site for at least one year.
• Maintain a resident conversation log in each resident file and document important conversations as needed.
• Inspect move-outs and determine applicable charges if any.  Complete the necessary move-out paperwork and forward a copy to the appropriate corporate personnel; mail a copy to the past resident within 72 hours of the move-out date.
• Ensure that collection paperwork is completed on unpaid balances older than 30 days and forwarded to the property’s collection agency.  Oversee the maintenance of files for accounts in collections.
• Prepare and file resident notices.

General Responsibilities:

• It is the team member’s responsibility to continue to develop and refine their skills to improve performance in their position and to be eligible for promotion.
• Maintain a professional image and follow the Company’s dress code.  Represent the Company in a professional manner while on-site and off-site during business related functions.
• Accept tasks that may benefit the property and assist in the team meeting and exceeding goals.

Corporate Integrity:

All team members in all positions are expected to act professionally at all time, including but not limited to treating others with respect, valuing diversity, supporting team/community goals, and following company policies and procedures. All team members must be able to handle confidential information in a discreet, professional manner.

Disclaimer:  This job description is not designed to be a comprehensive list of duties, responsibilities and qualifications required in the job.  Reasonable accommodations may be made to qualified, disabled individuals for performance of essential duties and responsibilities.