Records Manager Jobs in Springfield, OR (NOW HIRING)

JOB SUMMARY:  The following attributes are desirable for job success: experience in managing/leasing multi-family properties, certification in the multi-family (ARM, CAM, NALP, etc.), ability to bookkeeping experience, ability to communicate effectively, safety conscious, ability to asset yourself, preference for detail work, ability to work well under pressure, self-motivation and self-direction, ability to work with/without direct supervision and the ability to become a team leader.

Responsible for conversion of telephone and walk-in prospects to leases, resulting in maintained and increased occupancy, and the inherent responsibility to effectively communicate to existing residents and establish a successful renewal program.

Responsibility for weekly/monthly reports to include receiving and posting of rents, with additional responsibility with the coordination of day-to-day activities of the development, in accordance with the standards established by Quantum Residential. Manage the office clerical, filing and record keeping systems. Identify and strive to meet the resident’s needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein.  Additional duties or job functions may be required as deemed necessary by supervisory personnel.

Duties may include, but are not limited to:

Marketing:

• Respond effectively to telephone inquiries to generate prospective resident visits to the property. 
• Show and demonstrate apartments, utilizing sales skills to demonstrate market ready product and availability to close prospects. 
• Follow-up with prospective residents.
• Monitor telephone and walk-in traffic at property via guest cards and traffic logs.
• Walk model tour route and opens models daily to ensure quality presentation.
• Obtain lease information and complete lease applications. Conduct required credit and reference checks. Set up and maintain lease files.
• Conduct periodic market surveys, as requested.
• Encourage resident retention by contacting all residents on renewal report that are not currently on lease or leases set to expire.

Lease Administration:

• Responsible for securing at minimum the industry average of the overall closed leases at the property.
• Perform move-in inspections with new residents.
• Review Welcome packet with new resident in a timely manner.
• Maintain legal records/files.
• Input daily activity on daily and vacancy reports.

Manage resident relations:

• Prepare and process resident service requests.
• Assist with resident problems and complaints concerning rent payments, service requests, etc.
• Assist with preparation of newsletters and promotion flyers.
• Assist with the planning of community activities and events.
• Responsible for ensuring that all personnel respond to resident requests or complaints in a timely, efficient and courteous manner.

Accounting policies and procedures:

• Operating the property within the financial guidelines, i.e., the budget, established by the Regional Property Manager and Owner.
• Collect, record & deposit rental payments, application fees, security deposits, etc.
• Maintain account records and journals and make bank deposits.
• Help to prepare weekly and monthly reports as required.
• Help to prepare legal action for evictions, as necessary.

Affordable (if aplicable)

• Complying in a timely manner to all regulatory agencies and investors.
• Ensuring administrative and building operations are in compliance with the regulatory agencies.
• Conduct initial certifications, annual re-certifications, rent increases, and utility allowances, in accordance with the LIHTC and HUD guidelines.
• Prepare applicable sites for Management and Occupancy (MOR), REAC, Housing Quality Standards (HQS), regulatory agencies, investor audits, and inspections.

Other tasks as assigned (up to and including all overall management of building and in the event that there is a lack of staffing)

SUPERVISORY RESPONSIBILITIES:  Direct supervision of the office staff  and maintenance staff including timecard approvals

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)
• Two years related experience in property management/training preferred.
• or equivalent combination of education and experience.

OFFICE EXPERIENCE:  Proficient in MS Office, particularly email (both the desktop version and web based), word, and excel; knowledge of office management systems and procedures, excellent time management skills, ability to multi-task and prioritize work.  Attention to details and problem-solving skills.

LANGUAGE SKILLS:  Ability to read and interpret documents such as emails, utility billings, financial documents, instructional documents, rental agreements, and procedure manuals.

MATHEMATICAL SKILLS:  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages. 

REASONING ABILITY:  Ability to add and subtract numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

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 stand; use hands to handle or feel and reach with hands and arms. The employee frequently is required to walk, climb, or balance, and talk or hear. The employee is frequently required to sit; stoop, kneel, and/or crouch. The employee must frequently lift and/or move up to 25 pounds and, on rare occasions, move more than 50 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 rarely exposed to outside weather conditions. The employee is occasionally exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; and risk of electrical shock. The noise level in the work environment is usually moderate.

• May require the need for frequent shifting of priorities and deadlines. 
• Must have a valid driver’s license and valid liability insurance.
• May require use of personal vehicle.
• May require overtime to meet deadlines.
• May require out-of-town travel to conferences.