Property Operations Coordinator

2 weeks ago

Rochester, New York, United States DIMARCO STAFFING LLC Full time

Key Responsibilities:

Oversee the effective management, financial oversight, and upkeep of the property, aligning with the objectives set forth by property stakeholders and DIMARCO STAFFING LLC. Ensure a safe and livable environment that adheres to all applicable health and safety regulations. Administer property operations in compliance with housing and employment legislation. Uphold staff adherence to company policies and procedures, ensuring exemplary standards of conduct during all property-related activities.

Reporting Structure:

Directly reports to the Executive Vice President of DIMARCO STAFFING LLC.

Collaborative Relationships:

Work in conjunction with the Site Maintenance Supervisor and external service providers.

Foster positive interactions with residents, staff, and vendors.

Maintain supportive connections with community services, including fire, police, housing, and governmental agencies.

Core Objectives:

Implement a long-term strategic planning approach.

Enhance resident retention rates.

Ensure the property's emergency and risk management strategies are up-to-date.

Operate within established budgetary frameworks.

Annually revise the marketing strategy.

Execute and oversee an efficient turnover program to guarantee high levels of resident satisfaction and retention.

Maintain an organized recordkeeping system.

Minimize both physical and financial liabilities.

Detailed Responsibilities and Typical Activities:

A. Property Maintenance:

Assist the Site Maintenance Supervisor in prioritizing maintenance requests and assignments, as necessary, and follow up to ensure completion.

Conduct regular inspections of buildings and common areas (at least weekly).

Periodically assess maintenance operations for cost-effectiveness.

Perform annual inspections of apartments, document findings, and coordinate necessary repairs with the Site Maintenance Supervisor.

B. Marketing and Leasing:

Efficiently lease units in accordance with established occupancy guidelines, aiming to fill vacancies within a 30-day timeframe post-move-out.

Review rental applications for completeness and process them, including obtaining credit reports, landlord references, and verifying income and assets for each applicant. Communicate acceptance or denial to applicants in compliance with fair housing laws.

Maintain and update the waiting list.

Assist in developing advertising and marketing initiatives. Create outreach programs to attract qualified residents, aligned with the Affirmative Fair Housing Marketing Plan.

Ensure resident and property files are well-organized in the site office.

Oversee the initial and annual recertification of resident income and assets.

C. Tenant Relations:

Educate staff and residents on health, safety, police, and fire matters.

Monitor adherence to turnover and make-ready procedures.

Process damage claims and requests for the return of security deposits to the main office accounting.

D. Financial Oversight:

Review and approve all invoices weekly for the Executive Vice President's consideration.

Prepare payroll reports for weekly approval by the Executive Vice President.

Implement necessary purchases for daily operations within the guidelines set by the Executive Vice President and approved budget.

Ensure timely deposits of rents and security deposits (minimum weekly) and provide detailed records to the main office accounting department.

Prepare purchase orders and authorize expenditures within budget limits (any purchase order exceeding $200 requires Executive Vice President's signature).

Track monthly utility usage and implement cost-saving measures where feasible.

Manage the petty cash fund and maintain proper receipts for all expenses.

E. Administrative Duties:

File reports and maintain communication with the Executive Vice President regarding property-related issues.

Monitor receivables, issue delinquency notices, and collaborate with the Executive Vice President on collections and evictions.

Participate in annual employee evaluations.

Update computerized rental reports monthly as required by the main office Accounting Supervisor.

Assist in the preparation of the annual operating budget.

Maintain a professional and courteous telephone demeanor.

Exhibit a professional personal appearance and presentation.

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