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Director of Operations
2 months ago
Summary
As the Director of Operations, you will help drive company culture, values, branding, and development activities strategically linked to the organization’s mission and vision. The position works with the Senior Director of Property Management to review, develop, and implement strategies that support and drive the success of all properties in the company’s portfolio.
Essential Duties and Responsibilities include the following but are not limited to:
Operations
- Participate in formulating and administering company policies and procedures and developing long range goals & objectives.
- Develop and implement strategies for improving operational efficiency and effectiveness.
- Ensure all properties are in excellent physical condition, in conjunction with Regional Managers and property management staff.
- Research, investigate, and analyze multifamily housing industry trends and developments, and prepare recommendations for the company.
- Develop and implement ESG strategies based on company goals.
- Review all monthly P-Score reporting for comparison, prepare reporting, and develop action plan on deficiencies to present to Senior Director of Property Management and for coordination with General Managers.
- Complete timely review and processing of vendor invoices to ensure accurate services were provided prior to payment.
- Collaborate with Culture and Development Manager to review and identify training & development opportunities. Assist in developing and implementing new training strategies.
- Work closely with software support to evaluate and analyze property management software to identify areas of improvement or gaps in software needs.
Property Maintenance
- Evaluate preventative maintenance programs, in coordination with Regional & Area Maintenance Supervisors
- Conduct property walks with Regional Managers, Maintenance Supervisors, and General Managers to ensure all properties consistently meet standards, including curb appeal, cleanliness, asset preservation, state of repair, and safety and security standards.
- Monitor and ensure preventative maintenance work and resident service requests are being managed according to company requirements.
- Review and manage Sightplan to ensure all required weekly/monthly/annual inspections are being executed.
- Evaluate maintenance operations periodically to determine cost efficiency.
- Make recommendations for physical repairs, replacements, and improvements.
- Monitor purchases of routine supplies and materials, ensuring expenses are within allocated budget amounts.
Administration
- Assist Director of Compliance with vendor management and Vendor Café compliance.
- Assist with onboarding new properties, including management contracts, initial budgets, and site planning for optimal long-term property performance.
- Assist with software set up requests for all required vendors for new properties.
- Assist with the completion of Energy Star set up forms for new & lease-up properties.
- Develop, implement and execute file audit review process for properties.
- Regularly audit onsite property files to ensure proper resident qualification and screening processes are being followed in accordance with standard company policies and procedures.
- Work with the Accounting team to review and manage resident refunds to satisfy all legal requirements.
- Implement best practices across all areas of the business, including leasing, resident experience, maintenance execution, organizational processes, training and employee development.
- Participate in regular asset management reviews and work with team to drive accountability, create efficiencies and develop plans to meet budget goals.
Affordable Housing Compliance
- Assist the Director of Compliance with portfolio wide affordable program including policy development, oversight, training, internal marketing efforts and related reporting.
- Assists in the review and approval of all affordable housing application packets.
- Conduct regular auditing and monitoring of waitlists.
- Oversee compliance audits and supervise follow up of open items or compliance issues.
Other duties, as required and/or assigned.
Professional Requirements
- Minimum 3+ years of operational or project management experience within a property management or hospitality environment and/or a combination of education and 2+ years’ experience.
- BS/BA degree in Business, Communications, Hospitality, or other related field, or 3+ years of experience.
- Proven ability to direct department activities; lead by example; formulate and execute companywide goals and objectives and assess achievement.
- Knowledge of the multifamily housing industry and applicable federal, state, and local government regulations preferred.
- Excellent verbal and written communication skills and attention to detail.
- Good organizational skills, ability to work efficiently under pressure to manage multiple tasks and prioritize for completion.
Physical Requirements
- Driving is required. Must have reliable transportation, a valid driver’s license, a clean driving record, and evidence of auto insurance, in addition to remaining insurable under company’s liability insurance policy.
- Must be able to regularly travel to multiple property locations daily/weekly/monthly within assigned portfolio, as well as to company meetings and conferences which may include air travel.
- Work in an office environment. Constantly work in low to moderate noise levels.
- Must be able to remain in a stationary position for extended periods of time.
- Constantly operate a computer and other office productivity machinery, such as a calculator and copy machine.
- Must be able to communicate and exchange information and ideas so others will understand. Constantly converse with coworkers, vendors, residents and visitors.
- Must be able to observe details at close range (within a few feet of the observer).
- Frequently work in outdoor weather conditions.
- Must be able to move/traverse and ascend/descend stairs in and around apartment homes and communities.
- Frequently position self to bend, stoop, reach, and lift.
- Frequently move items weighing up to 5 pounds.
- Occasionally move items weighing 25 to 35 pounds with/without assistance.
Nothing in this job description restricts management’s right to assign or reassign duties
and responsibilities to this job at any time.
EQUAL OPPORTUNITY EMPLOYER
Westhome is an equal opportunity employer to all, regardless of age, ancestry, color, disability, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.
