Site Manager

2 weeks ago

International Falls, United States Trellis Management Full time
Job Title:

Site Manager

Location:

Alexander Baker Apartments

Job Summary:

Trellis Management is seeking a part-time (20 hours per week) Site Manager to oversee our new property, Alexander Baker Apartments, in International Falls, MN. The Site Manager will foster resident engagement, oversee property operations, and promote a positive living experience for the residents within the community.

In addition to the outlined duties and responsibilities, it is expected that the employee upholds a positive work environment and embodies Trellis' mission to cultivate a culture of collaboration, respect, trust, and open communication by assuming best intentions in all interactions, internally, externally and in service to the residents.

Key Responsibilities:

Leasing & Marketing:

Monitor property websites for accuracy in pricing, availability, and content.

Monitor CRM, correspond to leads via text, phone, and email operations.

Maintain leasing calendar.

Show apartments to prospective renters, give property tours, close interested prospects, and follow up on prospects that have toured but have not yet leased.

Network with social service providers and housing coordinators to update waitlists where applicable.

Assist with creating digital content such as video, photo, and advertising copy.

Maintain a minimum occupancy rating of 98%

Comprehend, conform, and adhere to all Fair Housing practices.

Manage distribution of Affirmative Fair Housing Marketing Plan notices.

Assist compliance team with receiving, handling, and forwarding documents relevant to the application process.

Move-In:

Promote and provide a positive and welcoming, new resident experience.

Schedule appointments for new residents to obtain keys, access fobs and parking permits and to sign necessary move-in materials.

Perform move-in inspection with resident.

Orient new residents to the building and community.

Review lease terms, house rules and policies.

Move-Out/Apartment Turnover:

Obtain notice to vacate and document relevant reason for moving. Forward to Compliance Tech.

Provide written Acknowledge of Notice to Vacate, move-out instructions and policies.

Collaborate with Portfolio Manager and Software Support to ensure unit availability dates and pricing are accurately posted to the Yardi Software Platform.

Maintain communication with vacating resident regarding timeline of turning in keys and move-out cleaning expectations.

Prior to vacant turnover, inspect the apartment to inform unit turnover scope of work.

Schedule painting, maintenance, and cleaning teams.

Perform move-out inspection, document damages and forward documentation to supervisor.

Complete standard turnover within 3 business days.

Resident Relations:

Answer resident phone calls and reply to voice messages, text messages and emails promptly and professionally.

Maintain site office hours and present an open and welcoming office atmosphere during these times.

Host community events.

Draft newsletter and other correspondence to inform and direct resident behavior.

Monitor work orders to ensure that maintenance has been completed promptly and the work order has been closed out. Resolve service issues in a friendly and helpful manner.

Respond promptly to resident when constructive feedback is received via reputation management channels.

When a reasonable accommodation or modification is requested during the application process, Move-In Processor will forward the request to ra@trellismn.org to be processed.

Refer disruptive or difficult resident issues to supervisor for assistance and counselling.

Assist Portfolio Manager in promoting resident compliance of lease terms and house rules. Assist with distributing and, where applicable, drafting lease infraction notices.

Assist compliance team by ensuring that residents are responsive to recertification requirements.

Building Services:

Walk the property daily.

Manage janitorial staff and/or contractors to ensure cleanliness standards are always maintained.

Ensure all life & safety equipment is up to date and operational.

Work with Maintenance Team to ensure mechanical systems are operational.

Manage property pest control initiatives, coordinate service for building and individual unit treatments as needed.

Work with Facilities Director to schedule contracted and other specialized services.

Administration:

Approve invoices & submit for timely payment.

Approve timesheets of direct reports.

Keep the work area in good order and maintain inventory of office supplies.

Inspections:

Assist with scheduling and preparing for preventative maintenance inspections.

Assist with schedule and preparing for REAC inspections.

Help to ensure all work orders generated from inspections are closed out in a timely manner.

 

Training and Comprehension:

Fair Housing Law

Policies, procedures, and reasonable accommodations

Knowledge and comprehension of various funding sources within Trellis Management properties and the eligibility requirements that are required by each source.

Rent Café and Voyager training

Communication training, both verbal and written

Cyber Awareness Training

Other Trellis University Training as assigned

In addition, the Property Manager will perform other reasonable business-related duties as assigned.

Assignment and Performance of Work:

Assignments of work are received verbally and in writing from the Portfolio Manager.

The Site Manager is expected to assist in organizing the operations of the development and to complete the required tasks without regular, specific instructions.

The Site Manager is, however, expected to consult with the Portfolio Manager on an ongoing basis, and keep the Portfolio Manager fully informed.

The Site Manager will always compose themselves with the utmost professionalism to create the best possible image for the property, the community at large and the organization.

The Site Manager is responsible for assisting in making the decisions necessary to schedule, coordinate and accomplish the duties and responsibilities as listed including arranging for weekend and afterhours coverage as needed.

The Site Manager must consult with the Portfolio Manager before making any discretionary purchase over and above an assigned limit.

Hours:

The Site Manager is expected to work 20 hours a week, office hours as set by the Portfolio Manager, which may include weekends and appointments.

Some appointments may be scheduled after regular business hours.

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