Job Details

Job Description

The Operations Assistant's primary goal is to assist the Community Manager with the property's daily operations and management, with a detailed focus on account receivables and servicing our residents. The Operations Assistant places our residents' needs, requests, and follow-up as a top priority. The Operations Assistant should always maintain a level of professionalism and courtesy.

Reports to: Community Manager
Direct Reports: None

Roles and Responsibilities
The duties listed below are an outline of the Operations Assistant's responsibilities and should not be considered an all-inclusive list. As the needs of the community change, these duties may be modified as needed.

Leasing & Marketing

• Assist with the preparation of weekly status reports as well as recommendations for changes to pricing or leasing specials
• Answer phone calls, and schedule and provide tours to prospective residents.
• Assist with the implementation of resident retention programs
• Represent the community and Landmark Properties in a professional manner
• Ensure staff member comply with corporate policies and government laws on Fair Housing
• Ensure emails and voicemails are checked several times daily and responded to in a timely manner
• Understand, review and make revision recommendations to the corporate team regarding the lease documents and related addendums

General Administration

• Ensure confidentiality of client, resident and company information
• Help coordinate and attend all staff meetings and any special or emergency meetings
• Understand and adhere to the Landmark Properties policies and procedures
• Maintain a clean and professional work environment
• Report time and attendance
• Assist in corporate projects as requested
• Assist with the daily operations of the property
• Assist with regular inspections of the community

Financial Management

• Oversee the timely collection of rental and misc. income due from current and former residents
• Make daily bank deposits, whether by check scanner or counter deposit
• Ensure accuracy of daily bank deposits and account data entry
• Manage resident accounts and closely monitor delinquencies
• Prepare balance due and credit memos
• Prepare delinquency report and recap collection efforts
• Process evictions
• Negotiate payment plans for former resident balances
• Work closely with the collection agency on collecting former balances
• Prepare month end pre-close and process month end financial reporting
• Assist with the accounts payable process
• Provide documentation/receipts for all company purchases

Personnel

• Assist in development and supervision of staff

Customer Service

• Understand the needs and expectations of residents, prospective residents, clients, and vendors and exceed their expectations
• Develop a sense of community among the residents and staff
• Maintain active and effective communication with residents and parents
• Contribute to the monthly newsletter and resident communications
• Maintain a positive community environment for both residents and associates and encourage participation in events and activities
• Assist in mediation and resolution of resident conflicts by encouraging the respect for and appreciation of individual differences
• In coordination with the Community Ambassadors and the Leasing and Marketing Assistant, budget, plan, and execute Resident Events per company policy.

Facilities

• Assist the Community Manger in creating and implementing a successful turn plan
• Ensure the staff is utilizing the Facilities module in Entrata to track, close, and follow up on all service requests
• Regularly walk the property to identify and address maintenance issues
• Assist the Community Manager and maintenance team in quarterly inspections of each unit to identify and address maintenance issues
• Initiate billing and collection of charges for damages discovered in quarterly inspections

Risk Control

• Understand, communicate, and enforce community safety, emergency, and fire evacuation policies and procedures, providing emergency response and referral services and resources
• Document and address behaviors of residents that violate the law or the community lease agreement
• Identify and report safety and security risks to the Community Manager
• Assist the Community Manager in handling emergency situations in conjunction with the corporate team

Requirements

• Bachelor degree strongly preferred, high school diploma required
• 2 years experience in various positions in a residential rental community is preferred
• Must be available all days during turnover
• May be scheduled for Saturday office coverage as needed.
• Student housing experience is STRONGLY preferred
• Strong financial, organizational, analytical and decision-making skills
• Strong internet, word processing, and spreadsheet skills
• Must have excellent communication, management, and people skills
• Entrata experience preferred

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Landmark Properties is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.