Posted in Management 30+ days ago.
Type: Full-Time
Location: Rochester Hills, Michigan
BASIC PURPOSE:
The Assistant Executive Director administers and maintains all phases of the communities’ operations under direction from the Executive Director. General day to day duties include maintaining accurate site records, resident billing and collections, employee training and payroll entry. This position is responsible for assistance in implementing and maintaining compliance with all company policies and procedures. This position interacts with residents and resident families and manages issues that may arise. This position may also oversee various community departments including Activities or Concierge as directed by the Executive Director.
ESSENTIAL FUNCTIONS:
• Demonstrate ability to understand financial goals, operate asset in owner’s best interest in accordance with the company’s policies and procedures.
• Represent the company in a professional manner at all times.
• Maintain consistent contact with residents, vendor and family members to provide prompt and courteous resolution to concerns.
• Assist with hiring, counseling, coaching and terminating of various site team members, with appropriate and consistent communication to both the Executive Director and Human Resources.
• Provide support to staff to encourage team work and lead as an example in creating a harmonious environment.
• Ensure all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.).
• Maintain community appearance and ensure repairs are noted and completed on a timely basis. This requires regular community inspections and tours.
• Assure quality and quantity of market ready apartments.
• Ensure that models and market ready apartments are walked daily and communicate any service related needs to maintenance.
• Maintain accurate records of all community transactions and submit on timely basis (i.e., monthly financial reports, RAF’s, renewal recommendations, etc.).
• Assist in the preparation annual budgets and income projections in a timely and accurate manner.
• Ensure that all rents and late fees/other fees are collected, posted and deposited in a timely manner.
• Take all action to collect rent in accordance with State and Company guidelines.
• Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.
• Ensure that A/P invoices are submitted to the corporate office for payment, handle petty cash and all funds.
• Confirm that leasing staff techniques are effective in obtaining deposits.
• Confirm that leasing staff gather information about market competition in the area and file.
• Continually monitor and analyze traffic logs, conversion ratios, budget guidelines, renewal information, marketing data, etc., to be able to give up-to-date and proper information when requested by others.
• Prepare and/or implement procedures and systems within the company guidelines to ensure orderly, efficient workflow.
• Confirm all leases and corresponding paperwork are completed and input to software system accurately and on a timely basis.
• Ensure current resident files are properly maintained.
• Ensure all administrative paperwork is accurate, complete and submitted on a timely basis.
• Ensure proper response and handling of all community emergencies with staff, residents, building, etc. within company guidelines to minimize liabilities (i.e. criminal activity in community, employee/resident injuries, fires, floods, freezes, etc.).
• Deal with resident concerns and requests on a timely basis to ensure resident satisfaction with management.
• Develop and/or implement resident retention programs (i.e., resident functions, special promotions, monthly newsletters, etc.).
• Ensure distribution of all company or community –issued notices (i.e., bad weather, emergency, etc.).
• Consistently implement policies of the community.
• Consistently use successful techniques and company directives to scree, hire, orient and train new personnel.
• Ensure efficiency of staff through ongoing training, instruction, counseling and leadership.
• Coordinate maintenance schedule and assignments with Maintenance Supervisor.
• Ensure that unsafe conditions are corrected in a timely manner.
• Direct staff to follow a “safety first” principle.
• Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
• Must possess a positive attitude in all circumstances.
• Achieve Fair Housing certificate prior to interaction with prospects or residents.
• Strong competencies in personal computer skills including keyboard, internet search, math, Microsoft Office Suite including Word, Excel and Outlook as well as community software applications.
• Participate in training in order to comply with new or existing laws.
• Present self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community.
• Comply with expectations as demonstrated in the Employee Handbook.
• Successfully pass a drug test.
• Attendance is an imperative job function.
• Must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or writing) to employees.
• Adherence to the standards of the brand.
• Don’t make excuses – take full ownership and responsibility of each asset as if you owned it yourself.
PERSONAL QUALITIES:
• Flexible, innovative and demonstrates the ability to lead and manage.
• High integrity, positive attitude, mission drive and self-directed.
• Passion, dedication and commitment for providing seniors an engaging, enlivening and captivating living environment.
• Ability to identify issues before they occur.
• Able to handle problems as they arise in relation to the operation of the community and collect data, establish facts, draw valid conclusion and make changes to prevent the problem from occurring again.
SUPERVISORY RESPONSIBILITIES:
• Manages any administrative and concierge staff that the community employs.
• Responsible for all onsite human resources activities and communicating with the corporate HR team.
QUALIFICATIONS AND EDUCATION:
• Bachelor’s degree from a four year college or university preferred.
• Two years of experience in the industry or a related field.
• Working knowledge of the industry.
• Thorough comprehension of the regulations related to the operation of the community.
• Excellent verbal, written and listening skills.
• Proficient computer skills including but not related to Microsoft Word, Excel, PowerPoint and Outlook.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
• The position is required to regularly sit for long periods of time, walk, and communicate with residents, staff, family members and the public.
See job description
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South Western Communications, Inc.
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George Koch Sons, LLC
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South Western Communications, Inc.
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