Job Description

Join our Horizon Management Services, Inc. team! A woman-owned business committed to excellence. As a top workplace since 2019, we prioritize fostering a balanced work environment and collaborative culture.

Great opportunity for a "next step" career move! We are seeking a motivated individual to oversee the overall management of Parmenter Circle I and II in Middleton, WI.

Primary responsibility will be to ensure overall management of assigned properties.

Leasing and Marketing:

• Utilize selection and retention strategies to maintain 100% occupancy level
• Maintains knowledge and awareness of property competition and other conditions affecting leasing and operations
• Completes all apartment tours, open houses, orientations and marketing events.
• Conduct showings for interested prospects. Track weekly leasing and conduct all follow up with potential residents including phone calls, emails, and written correspondences
• Complete all lease signing and prescribed forms in accordance with Horizon's rental policies and procedures.
• Establishes and maintains regular office and daily hours, ensuring adequate coverage on weekends
• Recertifications as applicable
• Prepares and oversees preparation of advertising and marketing plans. Tracks marketing plan to evaluate return.
• Place ads with approval from Director of Marketing/Leasing and manage accounts according to budget.
• Conduct Market Studies to remain competitive
• Manage all waitlist for each property

Implementing Public relations and outreach for neighborhood:

• Continue relationships with local senior centers, Chamber of Commerce, and other pertinent business partners.
• Send mailings to potential residents and follow up phone calls for leads
• Group presentations and volunteer at local outreach
• Participate with local seminars and Expos for Seniors
• Hold information meetings and Clinics on property and at outreach properties

Maintenance: Oversee Maintenance for property

• Oversee on-site maintenance staff; delegate work orders and assist in prioritizing schedule. Supervises prompt scheduling of maintenance work. Makes regular follow-up inspections on maintenance work performed.
• Makes recommendations for physical repairs, replacements and/or improvements and cost efficiency.
• Perform regular property inspections for cleanliness, curb appeal, and to ensure property is free of hazards.
• Ensure resident satisfaction

Resident Issues and Customer Service:

• Oversee the general harmony and community atmosphere among residents. Handle all resident issues and complaints in a courteous and professional manner.
• Issue 5 day/14 day notices
• Resident delinquencies and monitor accounts
• Landlord references and referrals
• Conduct resident surveys for retention
• Conduct yearly apartment inspections

Property Management

• Maintain and enhance relations with prospects, residents, staff and vendors
• Complete budgets for both properties
• Complete Owners Reports quarterly
• Order turnover and repairs for property
• Perform move-out inspections
• Bill Coding for all accounts
• Expedite all building refurbishments and repairs
• File and expedite all property insurance claims
• Petty cash & laundry money for all properties as outlined in policy manual
• Handle all resident transfers
• Run monthly fire drills with the Resident Manager and/or Caretakers

Management

• Monitor income and operating expenses to meet budgetary goals and increase net operating income. Prepare annual operating budgets.
• Recruit, hire, evaluate and appropriately discipline all direct reports. Maintain personnel records, conduct timely reviews and ensure adequate/appropriate staffing.
• Train site staff
• Reviews and approves property payables and payroll in accordance with Company policies and procedures.
• Review market survey and work closely with Leasing Manager who will prepare monthly marketing plans and place ads in appropriate venues.
• Regularly evaluates market conditions and property comparable.
• Implements marketing plan. Makes recommendations to improve marketing and leasing programs.

List Secondary Job Functions. Secondary functions if removed would not fundamentally alter the job.

# Responsibility

(1) General Office Duties:

• Answer the telephone, write service/work requests, newsletters, file, monitor and order office supplies and printed materials, etc.

(2) Social Programming:

• Assist Resident Manager, if applicable, with resident social calendar
• Participate in and/ or host community and Horizon events for the property with assistance from the Activity Coordinator.

(3) Compliance Duties:

• Complete all documentation and reports as required, and submit to corporate office as outlined in Policy Manual
• Perform leasing and compliance functions in accordance with Horizon's policies and regulations
• Abide by all Fair Housing Laws applying to multi-family and Senior housing

1. Supervision.

A. Describe the frequency with which you receive guidance from your immediate supervisor (daily/weekly/monthly).

Weekly and as needed

B. List any potential jobs which may report formally to this position.

Service Technician, Property Assistant, Caretaker

C. List any jobs which this position informally directs or coaches.

Sub-contractors hired by HMS (i.e. carpet cleaners, painters, maintenance technicians) and caretakers and service technicians

A. Education, work experience, licenses and certifications:

Education: Minimum high school diploma or equivalent. Bachelor's Degree, preferred.

Experience: Prior property management experience required, preferable in a leadership role. Customer service experience is essential. Must have leasing experience. Fair Housing training.

B. Required knowledge and skills:

• Ability to work with the public and senior citizens.
• Ability to plan and conduct recreational activities.
• Ability to be sensitive to the needs of others.
• Ability to organize effectively and efficiently.
• Creative aptitude.
• Ability to perform quality work within deadlines with or without direct supervision.
• Ability to communicate clearly and effectively, verbally and in writing, with residents, prospects and other third-party contacts, as well as with company managers and principals, owners, and all other office team members
• Ability to interact professionally with other employees, customers and within the community.
• Ability to work effectively as a team contributor on all assignments.
• Ability to work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
• Ability to work a varied schedule including some weekends and nights.
• Ability to perform essential functions satisfactorily.
• Ability to read and interpret documents as well as the ability to write effective documentation and correspondence.
• Ability to calculate figures and amounts.
• Ability to apply common sense to carry out detailed but unwritten or oral instructions.

1. Computer Applications:

Intermediate to Advance Microsoft Suite abilities

Working Conditions. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit, stand, walk and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee shall regularly write and operate a computer keyboard, standard office equipment and telephone. The employee regularly communicates with customers. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

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