Positions

Accounting Positions:

Accounting

Accounts payable clerks are responsible for performing a range of accounting and clerical tasks related to the accounts payable function. This generally includes receiving, processing, and verifying invoices, tracking and recording purchase orders, and processing payments. The Accounts Payable Clerk is responsible for the following activities:

  • Process outgoing payments in compliance with financial policies and procedures.
  • Perform day-to-day financial transactions, including verifying, classifying, and recording accounts payable data.
  • Reconcile the accounts payable ledger to ensure all bills and payments are accounted for and correctly posted.
  • Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements.
  • Facilitate payment of invoices due by sending bill reminders and contacting clients.
  • Generate reports detailing accounts payables status.
  • Understand expense accounts and cost centers.
  • Understands compliance issues around accounts payable processes (W-9, sales tax, etc.).

Accounts receivable clerks monitor the inflow of money on the income side of general ledgers to highlight the company’s profits. They will also record every transaction’s date, price, fees, shipping amounts, and applicable discounts. The Accounts Receivable Clerk is responsible for the following activities:

  • Process accounts and incoming payments in compliance with financial policies and procedures

  • Perform day-to-day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivables’ data

  • Prepare bills.

  • Receive bank deposits and apply them to the customer’s account.

  • Reconcile the accounts receivable ledger to ensure all payments are accounted for and correctly posted.

  • Verify discrepancies by and resolve clients’ billing issues

  • Facilitate payment of overdue invoices by sending bill reminders and contacting clients

  • Generate financial statements and reports detailing accounts receivable status

The AR/AP Clerk is responsible for supporting our collections efforts while adhering to state legal requirements, Association policies, and other regulatory compliance requirements.  Key areas of focus include providing quality customer service and facilitating payment collection/account resolution.  This position plays a key role in the daily experience and well-being of homeowners, guests, and fellow employees. 

JOB DUTIES AND RESPONSIBILITIES: 

  • Assist with collection functions through data entry 
  • Track and retrieve certified mail receipts from our online database 
  • Learn internal systems and processes to support: Bank Return Notification actions, unassigned portal login requests, portal billing inquiries, and fee waiver requests 
  • Key attention to detail in maintaining homeowner records 
  • Assist homeowners with online account access, resetting passwords, online payments, and paperless billing 
  • Generate refund check requests  
  • Code Invoices to proper GL Code 
  • Review homeowner accounts and process voids/adjustments 
  • Retrieve and save collection reports for distribution to our Boards 
  • Support our collection efforts while maintaining compliance with Civil Codes and regulations while adhering to the Associations collection policy
  • Other duties and special projects as assigned 

The Bookkeeping Assistant is responsible for bookkeeping tasks involving accounts payable, receivable and general ledger items. The main activities for this position are:

  • Assist the bookkeeper in maintaining all financial transactions of a business unit.
  • Prepare and record day-to-day transactions of a business unit in books and ledgers.
  • Process, prepare and record invoices and vendor bills.
  • Assist and support bookkeeper in preparing and maintaining accounts receivable and accounts payable records.
  • Verify, ascertain and determine the correctness of financial data.
  • Prepare and maintain sales records with invoice and payment details.
  • Assist and support inventory controllers in preparing and maintaining inventory records.
  • Track, record and maintain expenditure records with details.
  • Assist and support internal and external audit teams.
  • Integrate quality programs in bookkeeper assistant activities.

The property accountant is responsible for recording all transactions in the property management system. The property accountant performs all property accounting including entering invoices, paying bills, reviewing owner statements and ledgers, resident move-outs, and security deposit dispositions. The main duties and responsibilities of a Property Accountant are:

  • Enters rent into the system
  • Assists property manager with resident move-ins and move-outs
  • Enters resident charges into the system
  • Enters new owners/properties into the system
  • Researches ledger challenges for property managers
  • Adds vendors into the system
  • Reviews and pays all bills
  • Sends out monthly owner reports
  • Performs security deposit disposition
  • Enters refunds in the system

The corporate accountant is responsible for keeping corporate books and handling escalated accounting challenges from the property accountants. The accountant performs owner payments, reconciles corporate accounts, and creates corporate financial reports. The main duties and responsibilities of an Accountant are:

  • Pay owners
  • Enter and pay all corporate invoices
  • Reconcile corporate accounts
  • Escalated challenges from property accountants
  • Payroll
  • 1099s
  • Budgeting
  • Cashflow Forecast.
  • Financial reporting to upper management. 

The Bookkeeper Accountant is a skilled position responsible for the accounting processes at one company or a low volume of operations within a small group of companies. This position is responsible for complying with all the accounting processes and GAAP. The main activities for this position are:

  1. Perform data entry:
    a. Journal Entries in Accounting SW
    b. Process changes in QuickBooks for client information
  2. Track and control AP and AR.
  3. Report income and expenses.
  4. Perform periodic reconciliations: Weekly, Monthly, and Quarterly.
  5. Maintain historical records.
  6. Invoicing: data entry, sending, and follow up until payment is received.
  7. Ensure compliance with Financial Control processes.

The controller position is accountable for the accounting operations of the company. This includes the production of periodic financial reports, maintenance of an adequate system of accounting records, and a comprehensive set of controls and budgets designed to mitigate risk. The controller is also responsible for enhancing the accuracy of the company’s reported financial results, and ensuring that reported results comply with generally accepted accounting principles or international financial reporting standards. The typical duties of a controller are:

 

  • Planning, directing and coordinating all accounting operational functions
  • Managing the accumulation and consolidation of all financial data necessary for an accurate accounting of consolidated business results
  • Coordinating and preparing internal and external financial statements
  • Coordinating activities of external auditors
  • Providing management with information vital to the decision-making process
  • Managing the budget process
  • Assessing current accounting operations, offering recommendations for improvement and implementing new processes
  • Evaluating accounting and internal control systems
  • Evaluating the effectiveness of accounting software and supporting database, as needed
  • Developing and monitoring business performance metrics
  • Overseeing regulatory reporting, frequently including tax planning and compliance
  • Hiring, training and retaining skilled accounting staff

Collections Assistant is responsible for developing and maintaining accounting principles, practices and procedures to ensure accurate and timely financial statements. They also ensure that work is properly completed in a timely and accurate manner. Their responsibilities include monitoring assigned accounts, contacting debtors to begin the recovery process, and negotiating debt payments. They may also prepare repayment plans. These are the essential duties and responsibilities of a Collections Assistant:

  • Collaborating on debt collection strategies with other departments
  • Enacting debt recovery plans that adhere to the FDCPA.
  • Contacting debtors by telephone to negotiate debt recovery.
  • Preventing recurring delinquency by negotiating manageable debt payment plans.
  • Negotiating settlements to recover a maximum percentage of outstanding debt.
  • Keeping hard copy and electronic records of all documents, payment plans, and amounts paid.
  • Research publicly available resources to track down defaulters, including credit bureau information, databases, loan documents, and background checks.
  • Sending statements of delinquency to the Credit Bureau and initiating legal proceedings if debt recovery fails.
  • Purging records where debts have been satisfied.
  • Generate Refund Checks
  • Assist homeowners with online account access, resetting passwords, online payments and paperless billing
  • Generate Refund check requests

As our Staff Accountant, you are charged with several critical General Ledger and Financial Reporting tasks – month-end close, journal entries, balance sheet account reconciliations, and financial statement production.  You are the chief support for our Accounting department and our “go-to” person for status updates.  If you love numbers and are passionate about quality, consistency, and accounting best practices, plus enjoy working with a smart/fun/dedicated team, then this is the perfect opportunity for you.

  • Prepare bank reconciliations, expense accruals, and journal entries for a portfolio of clients
  • Review general ledger account activity to ensure financial statement accuracy and adherence to accounting policies
  • Produce monthly financial statements and internal/external reports as needed/requested
  • Demonstrate a solid understanding of internal controls and segregation of duties required to drive consistent implementation of best practices
  • Identify opportunities for process improvement
  • Maintain current industry knowledge by reading professional publications and exploring on-the-job education opportunities
  • Prioritize and juggle multiple projects at once, particularly during month and year-end
  • Other duties and special projects as assigned

Administrative Positions:

Administrative

The Onboarding coordinator is the first impression that a new community or property has of the company. The goal of this position is to gather and enter all information for the new property and client. You will be responsible for leading and managing all product deployments for our clients. You will be responsible for continuous improvements of the processes and services provided within the team. The primary duties and responsibilities are:

  • Communicate with the previous property manager to ensure a smooth transition
  • Gather all documents from sales
  • Enter all property information into property management software
  • Enter all owner contact information into the software
  • Gather documents from owners – W9, Authorization forms, lease, etc
  • Ensure that all files are labeled properly and put in the right file
  • Review all property vendors to ensure they’re compliant and in the system
  • Review any open maintenance projects to put in the system
  • Assist in the creation and documentation of repeatable processes, resources, and frameworks to ensure that customers are supported during the onboarding process

The Offboarding Coordinator is a position that focuses on ensuring that clients have a smooth final impression of the company. The overall goal of this position is to gather and enter all information to offboard a property or community. You will ensure that all offboarding and conversion-related activities for a property or an owner are performed with a focus on legal compliance. The main key responsibilities of an Offboarding Coordinator are:

  • Gather all final invoices including utility bills
  • Determine if extra funds are needed from the client and send them to the appropriate team member
  • Review property management agreement and add any termination fees
  • Gather all documents and make them available to the owner
  • Send documents to residents via email
  • Move resident out of the system
  • Deactivate property from the system
  • Coordinate with Maintenance to ensure all open project files are up to date
  • Go over final owner statement with accounting
  • Liaise with the new property manager to send all files digitally

The Utility Coordinator is a highly focused role responsible for managing the administrative side of utilities including implementation, account transfer, and deactivation of vacant properties. In larger companies, this can be a highly valuable position that knows the right number to call and the right person to ask for at the various municipal utilities.  The main activities for this position are:

  • Turn on utilities when a resident moves out
  • Turn off utilities when a resident moves in
  • Enter utility information in property management software
  • Review all utility bills, approve / dispute as needed
  • Track all refunds and deposits owed by utility companies
  • Enter all bills into property management software
  • Liaise with property managers and leasing coordinators to know when units are vacant
  • Ensure utilities are in the resident’s name once the lease begins
  • Coordinate with accounting for any expected deposit refunds from utility companies

Vendor Screening responsibilities involve monitoring vendors to ensure compliance with company policies, properly screening potential vendors for criminal, financial, and ethical records, and informing new vendors of their responsibilities. 

  • Responsible for the collection of business & professional licenses of vendors
  • Check if there’s insurance to cover any damages if necessary and who the bonding agency and how much is the bond.
  • Verify licenses with the State, County, or City agencies. 
  • Check the Vendor’s experience and dependability. 
  • Search for any Civil & Criminal History of the Vendor
  • Ensure expiration dates for insurance policies, bonds and licenses so that records are current at all times.
  • Explain company procedures to vendors such as payment terms, WO authorization limits, and points of contact. 

The Escrow Administrator is responsible for managing the day-to-day relations with our tenants and prospective tenants and for resolving leasing issues as they occur. The Escrow Administrator is responsible for the following activities:

  1. Collaborate with the team to effectively market the units/properties on online platforms.
  2. Prepare all lease-related paperwork, from the application process through move-out, and any other forms related to leasing and resident relations.
  3. Organize and communicate with potential renters to receive and review all application materials necessary.
  4. Schedule move-ins, move-outs, inspections, and showings for units.
  5. Respond to prospective tenants’ emails and phone calls regarding vacant units.
  6. Communicate with maintenance personnel to schedule repairs.
  7. Collect tenant rental income and input data.

The Admin Assistant is responsible for the company’s administrative tasks, from keeping a record of the daily services done up to customer service activities. It is responsible for the on-time delivery of administrative tasks to allow the operational team to deliver the services punctually. The main activities for this position are:

  1. Communicate with customers and the various groups in the company. 
  2. Follow communication guidelines being responsive to the business needs. 
  3. Work with internal departments to meet customer’s needs.
  4. Run periodic reports according to the company’s needs.
  5. Handle customers’ situations from answering basic questions about the services to handling complaints, providing appropriate solutions and alternatives.
  6. Data entry in various platforms for different purposes, such as:
    1. Basic accounting records
    2. Scheduled works
    3. Documentation of different processes
  7. Follow up on scheduled works and documentation of them in the system.

The Data Entry Clerk is responsible for operating data entry programs, verifying data, performing related clerical duties, and/or preparing documentation for data entry by assigning codes to entry items and verifying accuracy. The Data Entry Clerk is responsible for the following activities:

  1. Maintain database by entering new and updated customer and account information.
  2. Prepare source data for computer entry by compiling and sorting information.
  3. Verify data and ensure its accuracy for data entry.
  4. Process customer inquiries and account source documents.
  5. Follow communication procedures, guidelines, and policies to:
    a. Establish entry priorities
    b. Enter customer and account data
    c. Solve deficiencies in data
    d. Maintain data entry requirements
    e. Verify customer and account data
    f. Process work orders

Personal assistants perform secretarial work and provide senior managers with day-to-day administrative support. Their duties include answering phone calls and managing correspondence, scheduling appointments, and making travel arrangements. They may also be required to organize events.

  • Acting as the point of contact between the manager and clients
  • Screening and directing phone calls and distributing correspondence
  • Handling requests and queries appropriately
  • Manage diary and schedule meetings and appointments
  • Make travel arrangements
  • Take dictation and minutes
  • Reporting to senior management and performing secretarial and administrative duties.
  • Typing, formatting, and editing reports, documents, and presentations.
  • Entering data, maintaining databases, and keeping records.
  • Managing internal and external correspondence on behalf of senior management.
  • Observing best business practices and etiquette.

An executive assistant is commonly found answering phones, screening visitors, making travel arrangements, preparing reports, filing and organizing documents, recording meeting minutes, and performing basic bookkeeping tasks. The Executive Assistant is responsible for the following activities:

  • Act as the point of contact among executives, employees, clients and other external partners
  • Manage information flow in a timely and accurate manner
  • Manage executives’ calendars and set up meetings
  • Make travel and accommodation arrangements
  • Rack daily expenses and prepare weekly, monthly or quarterly reports
  • Oversee the performance of other clerical staff
  • Act as an office manager by keeping up with office supply inventory
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Take minutes during meetings
  • Screen and direct phone calls and distribute correspondence
  • Organize and maintain the office filing system

Customer Service Positions:

Customer Service

This position is the “face” of the company as it is the first impression an agent, tenant, client, or prospective client gets when calling the office. The overall goal of this position is to answer all phone calls to the company and leave a good impression on everyone you talk to. As a receptionist, these are the list of your duties and responsibilities:

  • Answer all phone calls with a smile
  • Field and Respond to Tier 1 support calls
  • Enter service tickets, notes, or calendar events into the company’s ticketing software
  • Perform warm transfers to other departments and employees when calls are unable to be answered by the Receptionist
  • Respond to customer emails and support tickets for Tier 1 level requests when the phone is not ringing
  • Cover other position’s extensions and email while they are on lunch
  • Update calendars and schedule meetings

The CSR is responsible for the customer service processes at one company always focused on deliver  customer satisfaction while complying with procedures and rules set by the company. It is responsible of  the fulfillment of customers’ needs. The main activities for this position are:  

  1. Communicate with customers via phone, email, and chat. Always keeping a positive, empathetic, and  professional attitude toward customers.  
  2. Follow communication procedures, guidelines, and policies.  
  3. Work with internal departments to meet customer’s needs.  
  4. Provide knowledgeable answers to questions about the product, pricing, and availability.  5. Prepare product or service reports.  
  5. Handle complaints, provide appropriate solutions and alternatives within the time limits and follow up  to ensure resolution.  
  6. Data entry in various platforms.  
  7. Place, process or cancel orders, forms, applications, invoices, and requests.  
  8. Answer questions about properties and terms and clear communication.
  9. Providing feedback on the efficiency of the customer service process to management. 

The Leasing Customer Service Representative is the first point of contact for the leasing department in large companies. The overall goal of this position is to answer all inbound calls, perform follow-up calls and maintain company documents and databases. 

  • Answer all inbound queries regarding open positions (phone, email, etc)
  • Create Guest Cards in the CRM system
  • Answer non-licensed questions about vacant units such as rent, amenities, size, and location.
  • Search company records for other similar properties that may be a fit for prospects
  • Explain rental criteria to prospects who ask
  • Explain application process and turnaround times
  • Lookup status of applications

The overall goal of the resident services CSR is to answer all inbound queries (calls, emails) from residents of larger communities and answer any low-level questions regarding the property, the rent/assessments, and any amenities and all other aspects of management that are not maintenance-related. The call center resident services team must be able to access data in the property management system and to understand whom to escalate calls to.

  • Answer all inbound queries (phone, email, etc)
  • Review data in property management software
  • Take reservations for community amenities
  • Explain booking procedures for private functions
  • Explain process to get replacement garage remotes, gate keys, pool fobs, etc
  • Be familiar with the property amenities
  • Understand company policies and create templates to answer commonly asked questions
  • Work with team to create answers to FAQs and add to website or resident portal
  • Upload and maintain property management software data

The Maintenance CSR is responsible for reviewing all inbound work orders, troubleshooting with residents, and assigning the work order to a property manager. The Maintenance CSR acts as the first line of defense to the field as many calls and emails as possible before they reach the Maintenance Coordinator The maintenance call center is responsible for reviewing previous work orders to determine if the work order is a duplicate and to review home warranties. The maintenance call center is also responsible for updating the database with home warranty information. The Maintenance CSR is responsible for the following activities:

  • Reviews all inbound work orders for legitimacy
  • Troubleshoot with resident
  • Escalate to the property manager
  • Uploads photos, warranty information, or any other important documents to the software
  • Escalates challenges to the property manager
  • Sends customer satisfaction survey to the resident upon work order completion
  • Performs follow-up with residents
  • Assists property manager as needed on any work order

The After Hours Maintenance CSR is responsible for answering emergency property maintenance calls after office hours. This person will be available during the week or on the weekends to send a notice to all of the maintenance technicians whoever is closest and available to respond to the call or emergency situations of the tenants. The After Hours Maintenance CSR is responsible for the following activities:

  • Provide a quick response time to residents/tenants.
  • Call the maintenance technicians.
  • Open maintenance requests in the system. 
  • Follow up on current work orders.
  • Liaison between the residents/tenant and vendor. 
  • Should be open to different shifts so all hours of every day will be covered.
  • Performs follow-up with residents/tenants

The overall goal of the move-in / move-out specialist is to own and manage resident onboarding and offboarding. Afterward, he should also handle additional customer questions or address issues or complaints. The Move-in / Move-out specialist is responsible for the following activities:

  • Communicates with resident once the lease is signed
  • Schedules utilities to be turned on/off
  • Gets all information to resident – HOA, keycodes, lockbox codes, access keys, etc
  • Contacts resident after move-in
  • Asks new residents for referrals / sends satisfaction survey
  • Communicates with resident once a Notice to Vacate is submitted
  • Finds out why the resident is leaving and documents, try to get the resident to stay
  • Communicates with a resident through the last 30 days of the lease
  • Gets proof of move out by getting a photo of keys, clickers, maid service, and any other documentation required
  • The overall goal is to get the resident to leave the property in the same shape that they received it and to leave on the scheduled move-out date

The Leasing Coordinator is responsible of manage the day-to-day relations with tenants and prospective tenants to resolve leasing issues as they come up. The Leasing Coordinator is responsible for the following activities:

  • Collaborate with the team to effectively market the units / properties on online platforms.
  • Prepare all lease-related paperwork, from the application process through move out, and any other forms related to leasing and resident relations.
  • Organize and communicate with potential renters to receive all application material necessary.
  • Modify and create new lease agreements for renters.
  • Move-in tenants to their new units.
  • Respond to tenants’ emails and phone calls regarding maintenance requests or work orders.
  • Communicate with maintenance personnel for scheduling of repairs.
  • Collect tenant rental income and input data.

Operations Positions:

Operations

The assistant property manager assists property managers with work orders, invoice review, and communication with residents, vendors and owners.

The assistant property manager is a non-licensed position and cannot negotiate any part of a lease. The overall goal of the assistant property manager is to gather data and help the property manager with the overall success of the portfolio. The Assistant Property Manager is responsible for the following activities:

  • Troubleshoot maintenance requests and assign them to vendors when needed
  • Communicate with vendors and owners regarding maintenance
  • Review work orders daily – follow up with vendors, verify photos and invoice, escalate any work above maintenance limit to the property manager
  • Quarterly review of vendors
  • Review all invoices for property and charge the correct amounts to tenant and owner
  • Review all bills entered into property management software to determine if the bill was charged to the correct property and the correct amount.
  • Perform research on as-needed basis for property manager including bills that do not look correct
  • Keep track of all utility bills
  • Call residents who are delinquent
  • Generate and mail 3-day notices to resident
  • Communication with the owner, vendor and resident as needed
  • Perform any duties assigned by PM in a supporting role
  • Communicate with PM on any challenge that needs to be escalated
  • Any tasks, activities, or responsibilities which may be assigned by the position supervisor or management

The Assistant Leasing Coordinator assists the leasing coordinator with application processing and move-ins.

The leasing assistant is a non-licensed position and cannot negotiate any part of a lease. The leasing assistant should not speak to owners. The overall goal of the leasing assistant is to gather information to help the property manager and real estate agent lease properties and assist the prospect through the lease process. The Leasing Assistant is responsible for the following activities:

  • Run applications
  • Gather all docs from applicants
  • Bring all applicant data to the team for the final decision
  • Create lease and sends
  • Enter applicant info into the software
  • Set up an applicant on the utility website
  • Prospect liaison during lease sign process – answers all prospect questions – security deposit, utilities, keys, move-in process, approvals, etc
  • Communicates with agents, PM, and applicants throughout the process
  • Creates leasing fees in the PM system

The Owner Services Assistant’s main job role is to assist the property manager in all owner services functions. This includes answering owner questions regarding statements, maintenance, rent collection, evictions, HOA violations, applicants, etc. The assistant is the first point of contact for an owner, answers any questions, and escalates to the property manager as needed.

The overall goal of the assistant property manager is to gather data and help the property manager with the overall success of the portfolio. The Owner Services Assistant is responsible for the following activities:

  • Assist property manager with listing properties
  • Create e-sign documents
  • Review and upload move in, move out and annual assessments
  • Understand and answer basic owner statement questions
  • Gather information for maintenance requests for the property manager
  • Answering owner calls and queries
  • Learn the owner portal
  • Upload documents, and data to the property management software
  • Gather any information requested by a property manager (examples, home warranty info, HOA info, tax records, etc)
  • Perform research on as-needed basis for property manager including bills that do not look correct
  • Keep track of all utility bills
  • Communicate with PM on any challenge that needs to be escalated
  • Any tasks, activities, or responsibilities which may be assigned by the position supervisor or management

The overall goal of the resident coordinator is to own the prospective resident experience from prospect to move in.

  • Communicates with resident once the lease is signed
  • Answers any move-in questions from residents
  • Responsible for maintaining move-in procedure manual and FAQs
  • Responsible for getting all FAQs on the website and maintaining all external communications and documents
  • Uploads lease documents to property management software
  • Uploads resident information into Utility concierge portal
  • Reviews lease to determine if any items are needed at the property
  • Works with Property Manager to make sure all make-ready items are completed prior to moving in
  • Works with field team to make sure move-in assessment is completed prior to move-in and to make sure property is cleaned before move-in
  • Schedules utilities to be turned on/off
  • Schedules locksmith
  • Gets all information to resident – HOA, keycodes, lockbox codes, access keys, etc
  • Works with new residents and HOA as necessary
  • Gathers any information regarding the home that is not in the system from the new resident
  • Contacts resident after move-in (first few days, 30 days, 60 days)
  • Works with residents and property manager on any move-in outstanding items
  • Asks new resident for referrals / sends satisfaction survey

The Maintenance Coordinator is responsible for supervising the Company’s preventative and repair work at various properties. To be successful as a maintenance coordinator, you should demonstrate excellent organizational skills, and be able to think on your feet. The main activities for this position are:

  1. Communicate with customers and the various departments within the company.
  2. Liaise with in house and third party service providers.
  3. Diagnose and triage maintenance requests based on urgency.
  4. Assist customers by answering basic questions about services, handling complaints, and providing appropriate solutions and alternatives for the customers’ concerns.
  5. Develop maintenance plans and implement them.
  6. Follow up on scheduled work orders and documentation of them in the system.

The Turnover Coordinator is responsible for coordinating all work to get a vacant property rent ready. The turnover coordinator works with the make-ready vendor on the rent-ready quote, schedules rekey, landscaping, pest control and any other vendor that is needed to get the property rent ready. The turnover coordinator works with the property manager and listing agent to keep them informed when the property will be rent-ready. The Turnover Coordinator is responsible for the following activities:

  • Assigns and schedules all vendors
  • Receives quotes from vendors
  • Reviews quote with Property Manager
  • Communicates with the team throughout the rent ready process and especially when rent-ready is complete
  • Reviews all completed work from the Field Tech report
  • Approves invoices
  • Escalates challenges to Property Manager
  • Tracks all rent-ready work order

The Community Association Manager is responsible for overseeing matters related to the operation of shared areas and services in a portfolio of homeowner communities. The Community Association Manager is responsible for the following activities: 

  1. Oversee all matters related to the function of property within a community, i.e. maintenance and security of the community. 
  2. Oversee Association Staff and Vendors 
  3. Supervise construction projects and large-scale maintenance functions 
  4. Perform, direct administrative and management duties, as requested by the Board of Directors or Property Owner, and in accordance with the management agreement. 
  5. Act as a liaison between the Board of Directors or Property Owner and residents, in the execution of the established, policies and the conveyance of resident grievances. 
  6. Supervise Elections and other procedural tasks on behalf of the HOA 
  7. Attend Board of Directors meetings or Owner meetings and record detailed notes. 
  8. Prepare and review periodic financial reports and ensure a management summary is submitted. 
  9. Prepare Board or Owner packets according to established time frames. 

 

Please note that we do not allow clients to hire Remote Community Association Managers until they have worked with other remote staff. It represents a fundamental change in the business model and is not recommended until you have several entries and mid-level remote staff for at least six months.

The Assistant Community Manager is responsible for overseeing matters related to the operation of shared areas and services in homeowner communities. The Community Manager is responsible for the following activities:

  1. Oversee all matters related to the function of property within a community, i.e. maintenance and security of the community.
  1. Oversee Association Staff and Vendors
  2. Perform, direct administrative and management duties, as requested by the Board of Directors or Property Owner, and in accordance with the management agreement.
  1. Act as a liaison between the Board of Directors or Property Owner and residents, in the execution of the established policies and the conveyance of resident grievances.
  1. Attend Board of Directors meetings or Owner meetings and record detailed notes.
  2. Prepare and review periodic financial reports and ensure a management summary is submitted.
  3. Prepare Board or Owner packets according to established time frames.
  4. Maintain a database, including updating resident information. Will be the person in charge of knowing and following up on the cases that exist with the homeowners.
  5. Maintain unit and contract files relating to the operations of the association.
  6. Assist the Board of Directors / Property Owner with the architectural review process and/or routine inspections as necessary.

Sales & Marketing Positions:

Sales and Marketing

The Business Development Manager (BDM) is the “face” of the business with investor clients and is responsible for bringing in new management agreements that are aligned with the company. The BDM is responsible for converting leads into clients. The Business Development Manager is responsible for the following activities:

  • Correspond with prospects
  • Follow up with all prospects within two business days
  • Meets with prospects
  • Create and send rental comps to prospect
  • Create and send Property Management Agreements to prospects
  • Negotiate management agreements
  • Send agreements to sales manager for final approval
  • Walk any new potential property
  • Update CRM with new leads
  • Take notes on the property and basic situation. Give it to the property manager with a signed agreement.
  • Performs investor analysis at property
  • Refer any potential investor buyers to realtors
  • Any tasks, activities or responsibilities which may be assigned by the position supervisor or management

The Incoming/Outgoing Sales Rep is responsible for reaching out to potential customers for the company, always focused on offering the best product/service in the portfolio according to customers’ needs through a consultative sales approach. The main activities for this position are:

  1. Communicate with potential customers via phone, email, and chat. Always keeping a positive, empathetic, and professional attitude toward customers.
  2. Provide knowledgeable answers to questions about the product/service, pricing, and availability.
  3. Work with internal departments to meet customer’s needs.
  4. Prepare product or service presentations and proposals for customers.
  5. Provide appropriate solutions and alternatives to fulfill customers’ needs.
  6. Perform data entry in CRM system.
  7. Place and follow-up on work orders.
  8. Follow communication procedures, guidelines, and policies.
  9. Provide feedback to management regarding the inbound/outbound sales process.

The role of the Social Media Specialist is to create, manage, update and use all social media platforms to generate leads as well as position the company on the internet for success. The Social Media Specialist  is responsible for the following activities:

  • Design Advertisements
  • Design posts
  • Plan social media themes and campaigns
  • Drive engagement on social media platforms
  • Create Landing pages
  • Import of contact lists
  • Create contact lists
  • Respond to comments and messages on social media platforms
  • Drive traffic to the website and other campaigns
  • Manage social media budget

The Marketing Assistant’s main purpose is to assist the Marketing Coordinator with managing the company’s presence in the marketplace. The Marketing Assistant is responsible for the following activities:

  • Reply to online reviews
  • Enter all leads into CRM system
  • Proof all social media posts
  • Review website for grammar, and broken links
  • Manage Google My Business Page
  • Manage Video Blogs
  • Manage Social Media

The Assistant Business Development Manager (BDM) is to assist BDMs to convert prospects to clients. The Assistant Business Development Manager is responsible for the following activities:

  • Manage CRM database
  • Answer all inbound communication
  • Schedule appointments for BDM
  • Make outbound calls to prospects
  • Create property management agreements
  • BDM calendar management
  • Update CRM with new leads
  • Take notes on the property and basic situations.
  • Give to the property manager with the signed agreement.
  • Performs investor analysis at property

The Sales Manager is responsible for bringing in a profitable business that aligns with the company goals. The sales manager is responsible for creating sales strategies to close business and create strategic partnerships. The Sales Manager is responsible for the following activities:

  • Manages sales team including assistants
  • Test and measure each step in the sales process sales systems
  • Analyze sales data to identify weaknesses in the process, identify cost-saving opportunities and develop lead generation strategies
  • Celebrates wins with the team
  • Reviews and approves all sales
  • Product training with operations
  • Train sales team
  • KPI review
  • Commission review
  • Script training
  • Handles sales escalations
  • Works with operations on any sale that is questionable
  • Create sales reports
  • Updates business leaders on sales daily