BUSINESS MANAGER POSITION SUMMARY: Manage property for owners or property management firm by performing the following duties personally or through subordinates: 1. Strategize daily to maximize NOI/occupancy/collections/physical appearance/resident retention. 2. Establish and maintain pleasant atmosphere and relations with the residents of the community. Maintain visibility, professionalism, and rapport. 3. Responsible for all of the day-to-day operations of the community. Required competencies 1. Communication 2. Delegation 3. Motivating Others 4. Organizing & Task Management 5. Patience 6. Building Effective Teams 7. Self-development 8. Perseverance HRG Management Services Procedures · Responsible for knowing and maintaining compliance with all federal, state and local laws and regulations pertaining to management of property. · Work with residents in establishing good communications and a resident retention program. Resolve resident issues in a fair and timely fashion. · Read and follow all standards, policies, and procedures. Make sure all team members have access to standards, policies, and procedures and understand them. · Read and follow the procedures in the Employee Handbook. Make sure all team members have the handbook and understand it. · Read and follow all Preventative Maintenance standards. · Read and follow the procedures in the “Yardi How-To Manual”. · Read and follow the procedures related to Compliance 2. Monetary Issues · Oversee collection of rents and all monies due on the first of the month. · Oversee depositing of funds in the bank and the entering of information into Yardi the day received. · Maintain very tough collections procedures – knock on doors. Send the files for eviction in a timely manner. · For any balances owed after move-outs, make sure the files go to your collection agency within 7 days of the resident’s move-out. · Ensure the former resident receives all the appropriate charges into Yardi, even if they are over the amount of the security deposit. · Ensure updates in Yardi are daily to ensure accuracy. · Purchase only those items for which HRG Management Services has approved vendors and approved national pricing. · Process all invoices promptly. If disputed for any reason, discuss these invoices with your Regional Business Manager. · Oversee and adhere to all appropriate company accounting directives, including, but not limited to: o Expense Monitoring o Accurate rent roll o Accurate budget comparison report · Work within the established budget and notify the immediate supervisor of any possible variations immediately. 3. Office Procedures · Make sure weekly team meetings occur and notes saved in shared folder. · Produce the HRG Management Services Monthly variance report accurately and on time. · Review service request response time. Follow up with residents to see if service requests are complete to their satisfaction. · Check important audit issues daily – key boxes, team member appearances, job postings, etc. · Handle all details and execution of renewals. · Send all renewal eSignature leases · Review Move-Out charges to maximize charge-backs and compare this to the “Move-Out” checklist. · Audit Market Rents in Yardi to reflect the current true rents charged. · Approve new resident files. Review credit checks, signed leases and criminal background checks. · Ensure all paperwork for the community’s designated housing programs (Section 8, Vouchers, Section 236, Section 42, Bonds, 4D, etc.) in a timely and accurate manner. · Report accidents and emergencies that develop immediately, and prepare proper reports. · Address and correct of all internal and external audit findings in the designated periods. 4. Marketing Leasing · Show and rent apartments to ensure no prospect is waiting or asked to return. · Market and lease (rent) apartments and maintain a waiting list. · Review and sign all lease agreements. · Review and update the marketing plan monthly. · Respond to internet leads several times per day – no exceptions. · Review weekly traffic reports, closing ratios by team member, and outstanding renewal opportunities. · Review sources of traffic and reasons for move-outs. Adjust accordingly. · Review success of advertising and any special programs in effect. Note cost related to actual units leased compared to the cost of advertising. · Review lead tracking software follow-up procedures and ensure there are no “Past Due” follow up alerts · Must have reliable transportation to attend off site marketing assignments and a valid Driver’s License at all times 5. Staffing · When there are open positions, the Business Manager will perform marketing, AR, AP, housekeeping, grounds keeping, and light maintenance duties to ensure the maintenance of physical curb appeal and cleanliness of the community. · Act as a liaison between corporate staff and on-site management and/or service personnel. · Meet with your team once per week (Friday at 9:00am) to go over all relevant business, including discussion of occupancy goals, renewals and projections (5Ps). · Prepare employee leases and addenda and have them approved and signed by the Regional Business Manager or higher only. Business Managers will not sign employee leases. · Conduct new hire orientation with new employees and turn in fully completed New Hire paperwork on time. · Prepare training schedules for new employees or employees moving into a new position. Make sure the team receives proper training and has attended all the HRG Management Services University courses that are available to them. · Prepare and conduct performance reviews on new hires (60 days), and monthly thereafter. · Hire and terminate employees in accordance with the company policy, Federal and State laws and under the direction of the Regional Business Manager and Human Resources. Make sure the team is professional in their dealings with our clients and vendors. · Make sure the team is dressed according to the HRG Employee Handbook professional standards. · Conduct quarterly safety meetings with all team members. 6. Physical Issues · Ensure the prompt and efficient completion of all service requests in accordance with HRG Management Services’ policies and procedures. · Continually inspect the community and improvements, recording deficiencies and taking the necessary action within approved budgetary allocations. · Maintain the property in a very clean and presentable condition at all times. · Inspect all the vacant units weekly and approve the make-readies – you are responsible for their readiness. · Inspect the grounds every day. · Inspect the interior common areas every day. · Along with the Service Supervisor, supervise all outside contractors or vendors working on the community to ensure quality workmanship and that work is complete as outlined in contracts. · Perform and/or direct any and all other authorized management/maintenance functions necessary to ensure the proper and effective operation of the community. Fulfill other duties as may be assigned by the Regional Business Manager. Other duties as assigned by supervisor. SUPERVISORY RESPONSIBILITIES: · Supervise all site personnel · Train and/or be responsible for work performed by staff members or contract employees. · Establish schedules and assign necessary personnel needed to properly manage and maintain the community properly for routine maintenance and emergency coverage with prior approval from Regional Business Manager. QUALIFICATIONS: (Knowledge, Skills, Abilities, Education, Training and Experience.) 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. Submit any Reasonable Accommodations to enable individuals with disabilities to perform these essential functions to HR 1. Education and/or experience a. High School Diploma or Equivalent. b. Three years’ experience in related field desired. c. Accounting/bookkeeping and administrative background helpful. d. Certified Apartment Manager (CAM), Accredited Residential Manager (ARM), Certified Occupancy Specialist (COS), Resident Apartment Manager (RAM), or similar designation preferred. 2. Language Skills a. Well-developed people skills. b. Good verbal and written communication skills. 3. Mathematical Skills 4. Computer Skills 5. Reasoning Ability PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT: The physical requirements described here are representative of those required for an employee to successfully perform the essential functions of this job. Submit any Reasonable Accommodations to enable individuals with disabilities to perform the essential functions to HR. · Ability to move 20 pounds. · Ability to use a personal computer. · License and ability to drive a motor vehicle. · Ability to communicate in English clearly with others orally and in writing. · Ability to navigate steps and do regular visual inspections of the property. · Work environment is primarily an indoor office environment but does include outdoor work as needed. · Some overnight travel could be required. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. This job description does not alter the at-will employment relationship. This job description may change or be altered by the company at any time, with or without notice.