Apartment Manager
4 weeks ago
**RENT COLLECTION/DELINQUENCIES**:Rent collection is critical to the successful operation of an apartment facility. Retirement Housing Foundation utilizes one rental period at their buildings: the first of the month through the last day of the month. Late rent, non-payment and acceptance of incorrect rent amounts result in delinquencies.
**RENT PAYMENTS**: RHF requires all rents collected to be deposited in the project operating account the same day that rents are received. In no event shall rents be deposited more than 24 hours after collected. Once rents are deposited in the project operating account, the Resident Manager is responsible for faxing a copy of the deposit slip, copy of Cash Receipts report from ACS and Cash Receipts Summary to Accounts Payable. Collecting rent, making timely bank deposits, calling and mailing in deposit amounts into Corporate Office are of utmost importance. When deposits are not made and notification not sent to the Corporate Office, Accounts Payable cannot issue checks to vendors providing services to the facility that you manage. Accounts Payable is not aware that funds exist at the project to cover the facility expenses, unless you follow the above stated procedures. Hence, the importance of notifying of deposits made.
- **TENANT SELECTION/VACANCIES**:The manager must balance the need to fill vacancies quickly with the need to locate “qualified” applicants. One must also be aware of the strict guidelines set by governmental agencies concerning the administration of project waiting lists and the avoidance of discrimination. RHF policy requires all vacant units be made ready for occupancy within three (3) days of the date the unit is vacated. Vacated is identified as the date you received the keys (possession) of the unit. Ready for occupancy is defined as safe, decent and sanitary - i.e., painted, cleaned; all appliances, heating, electrical system, plumbing fixtures, door and window locks shall be in good working order.
- **GOVERNMENT PAPERWORK/RECERTIFICATION**:A large part of the RHF portfolio is made up of facilities regulated by various governmental agencies. The agencies responsible for the administration of these programs require strict adherence to their housing regulations. RHF provides the Manager with extensive training necessary for the operation of these projects to ensure compliance with the agencies’ regulations. In order to achieve consistency of interpretation, as the management agent for your housing facility, RHF prohibits calls being made directly to HUD or any other governmental agency by you without your supervisor’s approval. For further instruction, please call your Regional Manager.
- **RESIDENT COMMUNICATIONS**:Apartment management is essentially a “people business” and an important aspect of that business is effective communication. The Manager should strive to establish and maintain a good relationship with his/her residents. Resident activities are one way to accomplish this goal. An additional area of importance for good resident relations is Social Service Coordination. Due to the aging population we serve, RHF recognizes the need to assist residents in obtaining social services from outside agencies, such as housekeeping services, Meals on Wheels, visiting nurses, etc. To this end, we encourage Managers (who do not have Service Coordinators as part of the staff) to obtain information about social services in your neighborhood, and to distribute the information to your residents as the need may arise. All residents should be treated fairly, with respect and courtesy. Playing “favorites” with residents can lead to disastrous resident relations. Remember, residents are not guests in our home; we are servants in their home.
- **PHYSICAL ASPECT OF FACILITY**: Building maintenance is essential to the well-being of the facility. There are three types of maintenance: preventative maintenance, routine maintenance and in rare instances, deferred maintenance.
- **APPEARANCE, ATTITUDE AND ENVIRONMENT**: As an on-site representative of RHF, the Manager and all employees must conduct themselves in a professional and businesslike manner at all times. Since the company feels so strongly about this issue, certain standards of conduct and appearance have been established which much be followed by all on-site personnel:
- DRESS CODE: It is expected that the Manager will dress in a manner appropriate for a business office.
- ATTITUDE: RHF is committed to property management as a service business. Essential to this commitment is the way the Manager presents himself/herself to others. He/she must deal with residents, vendors and other RHF employees in a reasonable and courteous manner. While RHF has many divisions, it is, after all, one company working together.
- CONDUCT: Eating in the office (when open) or using the company telephone for personal calls are examples of inappropriate behavior.
It is expected that the Manager will be on duty in
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