The Assistant Community Director (ACD) reports directly to the Community Director (CD) and is the primary lead in property Accounts Receivable, delinquent accounts, and legal proceedings. Under the direction of the CD, the Assistant Community Director is responsible for assuring that all residential ledgers and lease files represent company policy, and will aid the successful daily operations of the property. The Assistant Community Director is entrusted with checking all property accounts for accuracy, making adjustments as necessary in accordance to the Apartment Lease Contract and company policy.
Additional key responsibilities of the ACD include effectively computing, classifying, and recording numerical data to keep financial records complete while assisting the leasing, marketing, and resident retention initiatives for the property. With honesty and integrity, the ACD is responsible for performing any combination of routine calculating, posting, and verifying duties to process residential rental payments, manage percentage of delinquent accounts, and obtain primary financial data for use in maintaining accurate property accounting records. As a support to the Community Director, the ACD will also serve as a liaison between the residents and the CD for maintenance and resident issues at Penrose Square. Cash management and residential ledger processes must be processed before all else, and must be handled with extreme attention to detail. Depositing funds in the bank the day they are received is of utmost importance, while also handling payments in a secure location away from distractions and in a confidential manner.
Though accurate accounting and processing procedures are key for success as an Assistant Community Director, the ACD must also be able to support the Community Director and provide leadership to the leasing and maintenance teams. This includes being capable of managing the community in the temporary absence of the Community Director. Another key quality of an Assistant Community Director is a strong focus on people and providing exceptional customer service by setting strong boundaries and providing direct information. Demonstrating a deep understanding of the psychology of working with residents and a continued goal of developing emotional intelligence when dealing with difficult situations builds trust and respect with our residents. In addition, the ability to withstand criticism and provide straightforward, fair, and consistent information to residents without losing the ability to treat them with respect and dignity is highly valued.
Role responsibilities include but are not limited to:
Accurately record monies collected and prepare bank deposit slips daily for all payments received.
Check residential ledgers for accuracy, and demonstrate the utmost integrity and honesty when applying charges and/or credits under assigned charge codes in accordance with the lease agreement and company policy.
Demonstrate full knowledge of MRI accounting services, and ledger detail to ensure thorough communication to residents or prospects around statement history and/or detail.
Process all guest suite and clubhouse reservation payments.
Keep organized files for easy access to printed batch reports, ledger detail, payment copies, and bank receipts.
Check ProfitStars daily for NSF payments, declined/closed account payments, and correct in MRI immediately, communicating payment issues and applicable fees to residents.
Compare online payment receipts to debit report in ProfitStars, and communicate any errors in the batch to the Accounting Director and Community Director.
Access digital financial information to resolve vendor and/or resident payment disputes.
Ensure all payments are applied to the correct charge code, reversing and reapplying payments as necessary.
Ensure that all proper and legal documents are received, current, accurately verified, and entered into the computer from new vendors, prior to payments being processed.
Delinquent Accounts Management
Prepare statement of accounting notices for previous residents.
Manage delinquent accounts for previous residents, setting up payment plans and/or forwarding the account to National Credit Systems when appropriate.
Distribute Final Statement – Balance Due reminder notices to previous residents 30, 60, and 90 days after account has been processed, then follow company policy for forwarding for debt collection.
Maintain accurate and organized filing system for managing delinquent residents and delinquent previous resident accounts.
Process all late payments and assess late fees for all delinquent residential accounts on the 6th of every month.
Process and distribute 5-Day Notice to Pay or Vacate to residents delinquent on the 12th of every month, updating notes where applicable in MRI for Accounting Director and building ownership.
Communicate any delinquent files to the attorneys on 19th of every month, providing any requested documents.
Keep record of pending court hearings and/or evictions and distribute notices where applicable.
Comply with Virginia Landlord Tenant regulations and Fair Housing at all times.
Embody BM Smith Core Values in all aspects of work. These values include: Integrity, Trust, Respect, Community, and Achievement.
Assist Community Director with employee performance evaluations.
Assist in training and onboarding of staff.
Aid Community Director in ensuring staff provides necessary customer relations for superior customer satisfaction.
Report to Community Director any deficiencies within staff performance.
Enforce all policies of the community equally among all residents, staff, vendors, and guests.
Represent the company in a professional manner at all times.
Attend resident social events.
Remain calm and professional when handling resident concerns.
Listen to and offer solution(s) to all resident concerns, and ensure all complaints are communicated to the Community Director.
Assist with renewal initiatives and ensure the leasing team is complying with BM Smith standards, increases, and policies, offering training and/or guidance as needed.
Actively participate in maintaining good resident relations in the community.
Address and promptly resolve questions, requests, and complaints from residents.
Receive telephone calls and in-person visits. Listen to resident requests, concerns, and comments and offer a solution. Communicate any resident issues to Community Director, as well as offer follow-up to resident concerns.
Embrace Penrose Square’s 24-Hour Response Policy, ensuring that all emails and phone messages are returned within 24 hours.
Lease Conversion and Achievement of Monthly Leasing Goals
Motivate and lead leasing team to exceed set goals
Demonstrate community knowledge
Greet prospective residents and provide property tours as needed
Assure lead management is performed timely by leasing team
Qualify prospective residents, assist current residents, and complete lease renewals
Develop and implement programs to generate traffic for the community
Establish daily and weekly leasing goals that support overall property goals
Monitor leasing progress and ensure all specials are being communicated accurately.
Be available to leasing agents and prospects on all aspects of the community, particularly in areas such as pricing, floor plans, amenities, availability, lease terms, and applicable fees
Monitor internet lead sites for accurate pricing
Remain in accordance with Federal Fair Housing and Landlord Tenant Laws at all times
Comply with LRO pricing quotes for rental rates, lease terms, and availability
Assist leasing team with the processing of rental applications, applicant screenings (I.e. credit check, employment verification, rental history, etc) and submit to CD for approval
Provide exceptional customer service
Participate in daily pricing management, and possess strong knowledge of the existing market
Conduct property walks on a regular basis to assess condition of building and grounds, and to ensure that vacant units are prepared for new residents.
Inspect vacant units to ensure they are market ready and meet property standards.
Contribute to cleanliness and curb appeal of the property on a continuing basis.
Serve as property “Site Captain” by performing routine property inspections, and reporting areas of maintenance to Community Director and Chief Engineer.
Walk tour route daily.
Maintain strong focus and attention to detail on actions items specified in resident survey, and communicate updates to Community Director.
Serve as liaison between maintenance staff and leasing staff to ensure all apartments are made ready according to move-in date.
Distribute and collect leases and ensure that all required legal documents are signed.
Manage all residential files and file additional documents and/or communication in file in a timely fashion.
Understand the Northern Virginia Apartment Association lease and contracted credit report application.
Accurately process paperwork and ensure all data in the resident files such as income, credit reports, assets are kept confidential.
Communicate with Community Director and Accounting Director regarding accuracy of invoices received; that purchase orders are attached and invoices are coded correctly, per company policies.
Comply with federal, state, and company policies, procedures, and regulations.
Ensure that all proper and legal documents are received, current, accurately verified, and entered into the computer from new vendors, prior to payment being processed.
Check all notice to vacate forms for accuracy and ensure that notice period is within the required amount of days specified in the Apartment Lease Contract.
Manage move-out processes in MinolUSA.
Provide general clerical assistance for the office
The job description is not an all-inclusive list of functions and tasks. Role responsibilities may be added, deleted, or adjusted at any time by the company. The Assistant Community Director will be responsible for completing any other tasks as requested by the Community Director.
Qualifications include but are not limited to:
2+ years of management experience in Property Management; previous accounting management experience strongly preferred.
Must demonstrate positive attitude and encourage promotion of a healthy workplace environment.
Demonstrate strong commitment to integrity, honesty, ethics, and respect.
High School Diploma required
Individual must have goal-oriented mindset, strong leadership abilities, and must display loyalty by living the BM Smith values
Must possess excellent customer service, organization, and communication skills
Strong ability to interact with residents, vendors, staff, and prospective residents in a professional manner
Ability to work some evenings and weekends
Strong closing technique
Ensures a professional appearance and manner for oneself and all leasing staff at all times
Additional Salary Information: Commissions and bonus opportunities
ABOUT BM SMITH
B.M. Smith & Associates:
Over 106 Years of Experience
With over a century of development & management of apartment, single-family & commercial properties, B.M. Smith knows that our commitment to the community we serve is the key to sustainable success.
We have built on the legacy of the company’s founder, B.M. Smith, by investing in and managing properties that enhance ...neighborhood value and improve quality of life.
As our firm grows, we continue to be guided by the values of our founder, B.M. Smith, embracing principled property investment and management informed by a commitment to the communities in which we live and work.
IREM encourages diversity. We welcome individuals of all races, genders, creeds, ages, sexual orientations, national origins, and individuals with disabilities. Our organization strives to provide an equal opportunity environment among its members, vendors, and staff. Click here to learn more.