Property Community Coordinator

2 weeks ago

Oklahoma City, Oklahoma, United States Brick and Vine Full time
Job Overview

A Property Community Coordinator plays a vital role in shaping and enhancing the identity and services that embody the Brick and Vine lifestyle.

This position is accountable for optimizing the performance of the property in various domains including human resources, marketing, leasing, collections, resident services, maintenance, revenue growth, capital enhancements, information reporting, and adherence to all relevant laws and company regulations.

Maintaining the highest professional and ethical standards to safeguard the interests of the property and Brick and Vine LLC is essential while executing assigned tasks and responsibilities. The success of our organization is directly linked to the quality of service we deliver. Interactions with owners, residents, contractors, and Brick and Vine, LLC personnel should reflect a professional demeanor characterized by positivity, supportiveness, and friendliness.

All business operations must comply with Brick and Vine's policies and procedures, Fair Housing regulations, the Americans with Disabilities Act, the Fair Credit Reporting Act, and all other applicable laws regarding apartment management.

Leasing and Resident Management

  • Oversee the property budget, enhance revenue, and achieve operational and financial objectives.
  • Operate within the approved financial budget.
  • Ensure timely collection and posting of all rents.
  • Maximize cash flow.
  • Maintain targeted occupancy rates, rental pricing, and resident retention.
  • Meet revenue targets by setting rental rates, ensuring timely collection of rents and fees, managing financial deposits, and preparing monthly financial reports.
  • Review and approve vendor invoices by verifying work performed or products delivered, ensuring the validity of insurance certificates, coding expenses accurately, and facilitating communication between vendors, accounting, and clients as necessary.
  • Manage the resident lifecycle from move-in to lease renewal.
  • Supervise the leasing, closing, and move-in processes for residents.
  • Ensure all move-in documentation is collected, files are completed and uploaded to management software, and leases are executed efficiently.
  • Complete new resident lease files in accordance with company policies.
  • Follow the leasing process for both digital and in-person visits, including scheduling, presentations, tours, and follow-ups.
  • Consistently achieve monthly leasing targets.
  • Maintain comprehensive records of management activities on a daily, weekly, and monthly basis.
  • Generate required reports as needed.
  • Conduct monthly market surveys and provide trend analysis.
  • Oversee and approve all lease-related documentation.
  • Conduct competitive property evaluations to stay informed about industry trends.
  • Provide leadership and direction to all on-site staff, including effective employee relations, compliance with employment laws, ongoing training, and staff motivation.
  • Maintain accurate records of employee coaching and performance interactions.
  • Manage payroll reporting, including timesheets and commissions.
  • Recruit qualified candidates, including prescreening, interviewing, and selecting top talent for open positions.
  • Ensure prompt, efficient, and courteous responses to resident service requests or complaints.
  • Comply with local ordinances, state, and federal laws, including Fair Housing regulations.
  • Deliver exemplary service to residents and team members.
  • Communicate regularly and effectively with the Regional Community Manager to provide updates on community operations and issues.
  • Coordinate and participate in resident events, which may occur outside of standard business hours.
  • Adhere to the Operations Expectations and Procedures manual as well as the Brick and Vine employee handbook.
  • Perform other responsibilities as assigned by the Regional Community Manager or ownership.

Maintenance Responsibilities

  • Conduct regular property inspections and take necessary actions to ensure that the physical aspects of the property, grounds, buildings, and amenities meet established safety, cleanliness, and aesthetic standards. Verify the condition of vacant apartments regularly.
  • Coordinate with maintenance and make-ready staff to ensure timely apartment preparation after move-outs.
  • Ensure effective implementation of Preventative Maintenance Programs.
  • Maintain ongoing communication with vendors and contractors regarding work scheduling, billing, vendor relations, and insurance certificates.
  • Review and submit all invoices to the corporate office for payment.
  • Ensure that all property personnel operate in compliance with OSHA standards and company safety policies at all times. Possess thorough knowledge of Fair Housing laws and ensure compliance through continuous supervision and review.
  • Ensure maintenance staff adhere to the Maintenance Expectations and Procedures manual.

Qualifications and Experience

  • Minimum of 3 years of experience in sales and/or customer service, preferably in property management or a related field (hospitality, retail, restaurants, etc.).
  • 1-3 years of experience leading a team in a competitive sales and customer service environment.
  • Demonstrated leadership skills with the ability to mentor and coach a diverse team.
  • Strong leadership and customer service skills, along with proven written and verbal communication abilities.
  • Self-motivated, independent thinker capable of managing multiple projects and organizing effectively under tight deadlines.
  • Detail-oriented with the ability to prioritize and adapt focus as necessary.
  • Possess a strong work ethic and the ability to collaborate as part of a team.
  • Ability to analyze computerized rent rolls, receivable and payable reports, and monthly financial documents.
  • General understanding of financials and budgeting.
  • Maintain a courteous and helpful demeanor with owners, residents, prospective residents, co-workers, vendors, etc.
  • Proficient in MS Office Suite, including Word and Excel.

Physical Requirements

  • Ability to navigate throughout the property and climb stairs as needed.
  • Lift and carry items weighing up to 20 pounds.
  • Alternate between sitting and standing; proficient in keyboarding.
  • Bend, stoop, climb stairs, and walk consistently during shifts.
  • Conduct apartment inspections, tours, and community inspections.
  • Ability to work 40 hours a week, any day of the week.
  • Possession of a valid Driver's license and insurance may be required.
  • May require the use of personal vehicle for business-related tasks.
  • Travel as needed to off-site locations or to provide support at other properties as assigned by ownership.

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