Northern Management Career Opportunities

  • Welcome!

    Northern Management is a real estate property management firm located in St. Cloud, Minnesota. The firm manages apartment complexes throughout the state of Minnesota and into North Dakota. There is a wide variety of housing that we manage including: market rate family housing, tax credit housing, student housing, single family homes and a small amount of commercial properties. The company was started in 1989 and has had a very strong steady growth pattern.

    The personnel that we hire within our organization are the keys to our success. We are seeking organized, motivated and detail-oriented individuals who go beyond the basic job duties they are responsible for. Our organization relies on the interaction of dependable team members and we are only seeking those candidates that can apply themselves and strive to have above average performance.

    Please review the links above to familiarize yourself with the positions available within our organization. If the job description fits the qualities that you possess, we would welcome an employment application and resume from you. Your application can be mailed, faxed or e-mailed to Northern Management at nmimgmt58@gmail.com or fax to 320-255-9282.


    Application for the Position: After you have reviewed the position(s) available and you feel that you belong on our Team, please complete the application process below.

    If you have any questions, please feel free to call our main office at 320-255-9262.

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  • Assistant Property Manager Position's Responsibilities

    The Property Manager would be based out of St. Cloud and handle a portfolio of small to medium apartments within the St. Cloud Area. This position would be responsible for overseeing all of the operations on the buildings in which they are assigned.

    Position's Purpose

    The Property Manager is responsible for overseeing all the aspects associated with the operations of each assigned apartment / business complex. All of these duties must be thoroughly performed in a timely and functional manner. They are

    (1) Effective Management of Resident Managers / Caretakers
    • Advertise, interview and recruit candidates for the position available.
    • Prepare documents for hiring and outlining the employment packet.
    • Coordinate the turn of the position and moving in the new personnel.
    • Coordinate the exiting personnel and prepare apartment / area for new ones.
    • Train the new personnel of their job duties and responsibilities.
    • Monitor the performance of the personnel and provide supervision to enhance performance.
    • Handle any disciplinary actions associated with the personnel.
    (2) Direct Involvement in Ensuring that On-site Operations are carried Out
    • The daily and weekly cleaning activities are performed by the onsite staff.
    • Complex inspections outlining notes, deficiencies or projects are completed
    • Research and implement assigned tasks involving projects to complete.
    • Coordinate with assigned maintenance technician applicable maintenance issues.
    • Dealing with all vendors and contract services associated with the property
    • Maintain project folders (advertising, bids, contracts, mortgage payments, etc.)
    • Ordering of supplies and materials for on-site operations
    • Ensure that all preventative aspects of maintenance are routinely performed
    (3) Handling all areas associated with resident relations
    • Work with and solve issues arising from tenants in the complex, including lease violations.
    • Write up and file all transactions with tenants for future reference
    • Develop and draft appropriate correspondence to tenants on situations
    • Deal with all delinquency issues by adhering to NMI rent payment policy
    • Assist in handling any legal proceeding that are geared towards the tenant.
    • Work with any agencies associated with the residents
    (4) Handle all of the Marketing and Coordinate all of the Items Associated with Turnovers.
    • Review notices to vacate, research reasons and track notices.
    • Ensure that the Pre-Inspection is completed 7 weeks prior to vacate date.
    • Coordinate with maintenance all duties that need to be performed now and at turn.
    • Initiate and monitor all of the advertising for the unit.
    • Develop and implement advertisements in the appropriate newspapers
    • Develop and maintain all marketing material to assist in the rental of the units
    • Monitor the effectiveness and review the Marketing Tracking Form completed by the on-site personnel and faxed in each weekend.
    • Develop and monitor other methods of marketing, such as mass mailings, direct contact
    • Coordinate with all of the contractors associated with the turn (painters, carpet cleaning, carpet replacement, etc)
    • Have a full knowledge on leasing and handle showings when needed
    (5) Handle all of the Fiscal and Financial Operations of the Buildings
    • Create and Monitor operating budgets for each of the projects
    • Handle all aspects of Insurance coverage on the premises.
    • Monitoring all expenses incurred at the Property, obtain bids on larger projects.

    *NOTE: This job description does not imply that the listed functions are the only tasks, which may be performed by individuals in this position.

    Skills, Knowledge and Personal Characteristics:

    The position of Property Manager is an extremely challenging and demanding one. The individual must be capable of producing results within an unstructured environment and have the flexibility to identify and respond to changes in priorities. They must be multi-task oriented and be able to handle a moderate amount of stress within the position. The position moves at a fairly fast pace and a strong attention to detail is mandatory to efficiently accomplish all goals and deadlines.

    Time Commitment:

    The time commitment to complete the assigned tasks and duties for this position is directly related to the abilities that are listed above. An individual that possesses the abilities that are outlined above will be able to easily carry out and complete the tasks at hand. Others will need to give additional time and attention to areas that they are in need of improvement to accomplish the same goals. The position requires that the job related tasks are completed in a timely manner or additional uncompleted duties will mount up. A full commitment must be given to maintain the workload.

    Goals & Objectives:

    Our goals in property management are to maximize the value of our buildings by properly implementing the fundamentals of this business. We need to maximize revenue and minimize expenses. By properly and thoroughly covering the areas outlined above the building should perform and the goals should be attainable. This position's performance is measured by three overall statistics. The amount of rent loss by each of the projects, the amount of delinquency, and maintaining revenues and expenses within the outlined budgeted amounts

    Experience & Education:

    All applicants should have a minimum of three years experience directly managing residential properties. They should have full working knowledge of the job description listed above and be able to effectively achieve them. A four-year degree is preferred but not necessary.

  • Leasing Consultant Reports To:

    Vice President of Operations

    Position's Purpose:

    It is the job of the leasing consultant to lease apartments at the highest effective rent level possible, while maintaining a strong customer service/satisfaction philosophy. The leasing consultant will also assist management with inspecting properties for overall curb appeal, respond to resident requests and help resolve resident issues. This job description does not imply that the listed functions are the only tasks that may be performed by the leasing consultant not that additional specialized portfolios will not be added to this position.

    General Duties:
    • Marketing of the apartments to achieve and to maintain 100% occupancy rate of their specified portfolio and provide leasing support to other properties not in specified portfolio. Marketing includes newspaper print, web design, brochures and flyers.
    • Maintain a courteous and helpful attitude to resident and potential residents.
    • To respond to resident requests promptly and courteously and to help resolve resident issues.
    • Adheres to policies and procedures as set forth.
    • Assists with various administrative responsibilities.
    Specific Job Duties:
    • To be aware of company and community policies and be able to explain them to residents and potential residents.
    • To have a comprehensive working knowledge of all lease related documents and be able to accurately complete the documents in a timely manner.
    • Effective, creative, marketing and advertising ideas must continually be generated including daily and weekly advertising, complex brochures, web-site creations and renewal flyers.
    • Advertising results must be continually monitored and advertising then adjusted to reflect where we are getting the most results.
    • Advertising costs must be reviewed according to budgets and appropriateness.
    • Answer all phone calls and give out rental information as dictated by policy/procedure with continual follow up on prospective residents to ensure 100% occupancy.
    • Meeting with prospective residents and walking them through the apartment building and unit. Showing them all of the amenities and pointing out all of the advantages to the unit.
    • Making the appropriate sales pitch to close the sale and sell them on the unit.
    • Prepare and process rental applications and lease renewals. Verifying all information provided by applicants to rent apartments within 24-48 hours including criminal, credit, employment and rental references. If resident is responsible to obtain a guarantor, that the guarantor application, employment and credit checks are received and that the guarantor signs the lease prior to move in.
    • Once approval or denial is given on the application, notify tenant in writing of outcome, including providing the resident with a copy of the lease, security deposit agreement and a "Welcome to Your New Home" brochure.
    • Shop competition through phone calls and personal visits once every three months to be aware of merging trends with each area to stay ahead of the competition and know competitive communities rent levels and amenities.
    Physical and Mental Abilities used to Perform the Job of Leasing Consultant:

    The following represents certain attributes that will contribute to successful performance.

    • Ability to efficiently use computer software and applications
    • Ability to systemize and increase performance on repetitive tasks
    • Ability to communicate effectively with others by personal contact and telephone
    • Ability to create and compose effective advertising
    • Ability to advise, counsel and guide others (e.g. staff, residents)
    • Ability to negotiate
    • Ability to analyze and evaluate people, data and things to determine courses of action
    • Ability to influence the opinions or decisions of others
    • Ability to effectively and tactfully deal with people
    • Ability to shift back and forth between multiple tasks without losing composure and compromising productivity
    • Ability to understand and accurately apply basis math skills
    • Ability to make competent use of work related equipment and materials
    • Ability and desire in self development
    Skills, Knowledge and Personal Characteristics:

    The position of Leasing Consultant is an extremely challenging and demanding one. The individual must be capable of producing results within an unstructured environment and have the flexibility to identify and respond to changes in priorities. They must be multi-task oriented and be able to handle a moderate amount of stress within the position. The position moves at a fairly fast pace and a strong attention to detail is mandatory to efficiently accomplish all goals and deadlines.

    Time Commitment:

    The time commitment to achieve your occupancy standards, assigned tasks and duties for this position are directly related to the abilities that are listed above. An individual that possesses the abilities that are outlined above will be able to easily carry out and complete the tasks at hand. Others will need to give additional time and attention to areas that they are in need of improvement to accomplish the same goals. The position requires that the job related tasks are completed in a timely manner or additional uncompleted duties will mount up. A full commitment must be given to maintain the workload.

    Application for Position:

    All applicants should respond with a cover letter and resume to the contact person listed above. These items should have a comprehensive scope of the individuals work background and include salary requirements.

  • Leasing Manager Position's Purpose

    The Leasing Manager is responsible for ensuring 100% occupancy figures at all times. The areas of the position include: (1) Effective Marketing/Advertising, (2) Screening of Applicants and Showing of Apartments, (3) Processing of the Applications within 48 hours, (4) Approval/Denial Letters, (5) Assisting the Assistant Property Manager for on-site issues from maintenance concerns to working with caretakers on cleanliness of buildings and continued help with delinquent rent, (6) Leasing of market rate housing and rental homes throughout the year as needed. All of these duties must be thoroughly performed in a timely and functional manner. This job description does not imply that the listed functions are the only tasks that may be performed by the Leasing Manager. Employees will be expected, if reasonably possible, to follow any job related instructions and perform any other job-related tasks requested by their supervisor(s).

    (1) Effective Marketing/Advertising

    Advertising is a critical function in marketing units that are available. There are many facets to the advertising function and they must are be taken into account when fully marketing a project. One of the most critical factors that must be taken into account is the delay in getting the advertising out to the public (preparation time, publishing delay, printing time, mailing time, etc). Other factors that must be followed are:

    • New and fresh advertising ideas (creativity) must continually be generated.
    • Advertising must be reviewed for its' correctness.
    • Advertising results must be continually monitored.
    • Advertising costs must be reviewed according to budgets and appropriateness.

    Monitoring Previous Weeks Results - Each Monday, the Leasing Managershould analyze the effectiveness of the advertising from the previous week. Marketing Tracking Sheets will be submitted to supervisor and supervisor will review for effectiveness. All data on the sheet needs to be analyzed and interpreted. Notes and comments should be marked on the sheets for review prior to being given to supervisor. This form is utilized to track leasing calls received by Property Managers. These forms will be tracking the number of calls received, the ads in which the prospective residents called from, current status of the lead, the number of showing that were completed and other pertinent information. A Blue Card should be created for all prospective residents and followed until they an application is taken or they are deemed as a "confirmed no". Important criteria include:

    • Catching All Incoming Prospective Calls - 50% of prospect calls will not leave messages on voice mail.
    • Effectively Handling and Selling Prospective Calls - Taking the appropriate steps and sales pitch to entice the prospect into viewing the unit.
    • Appropriately Screening the Prospective Resident - After the prospect is "sold" on the idea of viewing the unit, ensure that they qualify for the unit (date unit needed, income, # residents, pets, employment, etc).
    • Preparing the Unit to be View - Ensure that all appropriate areas (grounds, common areas, unit) are all ready to be viewed and in "top notch" shape.
    • Showing and Selling to the Prospective Residents - Meeting the prospective residents and walking them through the apartment building and unit. Showing them all of the amenities and pointing out all of the advantages to the unit.
    • Closing the Sale - Making the appropriate sale pitch to sell them on the unit. Ask for the close!

    Goal - The primary purpose of this form is to monitor the effectiveness of the Property Manager at leasing. A minimum of a 25% close ratio needs to be obtained. Review below:

    • 50% Close Ratio: Outstanding Performance!
    • 25% Close Ratio: An average close ratio in showing apartments.
    • < 25% Close Ratio: Substandard performance. Need to work on excelling at the criteria listed above. Items are not being followed or understood.

    Blue Cards - These cards are the main tools for following up on leasing leads. They are to be filled out and followed until the prospective resident fills out an application (then should be kept with the application material) or deemed as a "Confirmed No" (all "Confirmed No's" will be turned in on Mondays for review). All notes should be made on the Blue Cards as to what apartment was showed, what you learned from the potential resident (i.e. - major at college, do they work at all, etc. - what small talk you made) and dates and times of follow up calls.

    Comparable Shopping - Often referred to as a "Comp Shop". The amount of rent that can be charge for an apartment, garage or any other rent able area is primarily driven by the supply and demand in an area. All managers must have an extremely knowledgeable understanding of all properties, which could be considered as competition. Everything should be known on these properties including rents, utilities included, type of utilities, appliances, ages of buildings, amenities, lease terms, security deposits, etc. This information is then run through a Comp Grid aligning the properties so that they are a direct comparison of each other. Through the rent adjustments it will give an indication of the appropriate rent levels.

    Updating Comp Shops - The project folder "Competition" should have complete information on all Comps. These units should be shopped at a minimum of every 6 months and in some intense areas every 3 months. This information continually needs to be reviewed and the manager needs to aware of merging trends with each area to stay ahead of the competition.

    Monday Advertising - This is the designated day for the weekly plan for advertising at each project. Last week results are reviewed, adjustments are made, and the future plans are developed and formulated. Since advertising is so important it is a function that must be monitored on a continual basis.

    Timing in Advertising - For Advertising during the school year (September through February) vacancies must have advertising in the appropriate media no later than 5 weeks prior to the unit turn. This deadline has been determined to be a key point in time to advertise and the most productive. Earlier than this date has been deemed to be wasted effort and advertising dollars. Later than this point, has been deemed to miss the optimum leasing time. During the "Mass Move" leasing season, continued SCSU Chronicle advertising needs to be meet. We will do a minimum of 3 Chronicle inserts and need to have weekly advertising. Make sure that the advertising is kept fresh and that our ads are getting the correct placement.

    Goals - There are two basic goals with advertising. They are both very important goals and when all of the above basic criteria is properly managed and implemented, it will achieve these goals. The primary indication of unacceptable results is when the advertising costs exceed the budgeted dollar amount (there may be approved situations when it is acceptable). The two primary goals are:

    • Results Effective Advertising: This generates the appropriate amount of prospective residents to fill upcoming apartment turns with no vacancy, and
    • Cost Effective Advertising: This analyzes the cost of all advertising and maintains expenditures within the budgeted amount (either on the budget or Manager's Monthly Performance Report). You will be given a yearly budget figure and it will be your responsibility to make sure that we stay within the budget.
    MONITORING TOOL FOR EFFECTIVE MARKETING/ADVERTISING

    Each Monday you will turn in your Marketing Tracking Sheets and Weekly Advertising. President and V.P. will critique and give feedback.

    (2) SCREENING OF APPLICANTS AND SHOWING OF APARTMENTS

    Properly screening the prospective resident to ensure that they qualify for the unit is key. Please refer to the Effective Marketing/Advertising section in Section 1 to ensure that all of this is being followed.

    (3) PROCESSING OF THE APPLICATIONS/LEASE RENEWALS WITHIN 48 HOURS

    A key part to a prospective resident is the timing in approving their application. Not only does it show we take interest in them, but it does not allow them to search out another apartment. The Leasing Manager is responsible to make sure that the lease is written and signed at time of application and that the application is completely filled out. This includes all sections on the application. The Leasing Manager will ensure that the criminal, credit, employment and rental references are received on each resident and on all applications that require a guarantor, that the guarantor application, employment and credit checks are received and that the guarantor signs the lease. No resident will be allowed into a unit without a guarantor signature on the lease. Once the process has been completed, Leasing Manager will bring to Vice President the lease for approval or denial.

    On lease renewals, the Leasing Manager will sign a new lease with the resident, have them complete the lease renewal application, collect the renewal fee and rerun employment verifications. On lease renewals that had a guarantor, determine if the guarantor is applicable (if they have lived with us for three or more years and have not been a problem, they do not need a guarantor) obtain guarantor renewal information and renewal application when applicable. On lease renewals of tenants that have been in the building for more than three years the renewal application fee will be waived.

    (4) APPROVAL/DENIAL LETTERS

    Once an application has been approved or denied the letter to the resident must be completed. Each letter needs to state apartment that they are moving into and a copy of lease and move in brochure needs to be mailed with. On denial letters, we need to state the reason for the denial and place these applications in the denied folders.

    (5) ASSISTING THE ASSISTANT PROPERTY MANAGER WITH ENSURING THAT ON-SITE OPERATIONS ARE CARRIED OUT WITH CARETAKERS, MAINTENANCE AND RESIDENTS
    • Recruit candidates through vacant apartment advertising for caretaker positions.
    • Conduct on-site inspections for cleanliness of buildings filling out the caretaker report form and turning a copy into the assistant property manager and delivering a copy to the caretaker. Watch for follow through of problem areas and report any problems to assistant property manager. You are in the buildings more than the assistant property manager and the cleaner the buildings are the better your showings will go.
    • Work with maintenance technicians to ensure that all preventative aspects of maintenance are routinely performed.
    • Work with Accounts Receivable Specialist in ensuring that all delinquent rent is followed up and collected adhering to the NMI rent payment policy. Work with and solve issues arising from tenants in the complex, including lease violations.
    • Write up and file all transactions with tenants for future reference.
    • Develop and draft appropriate correspondence to tenants on situation and inform assistant property manager of the situation.
    (6) LEASING OF MARKET RATE HOUSING AND RENTAL HOMES

    Leasing Manager will be responsible to lease out any homes or duplexes on the southeast side of St. Cloud throughout the entire year. During the off peak student leasing season (September through February) the leasing manager will be used to assist in market rate housing and all renting of our rental homes portfolio.

    Physical and Mental Abilities Used to Perform the Job of Leasing Manager:

    The following represents certain attributes that will contribute to successful performance.

    • Ability to efficiently use computer software and applications
    • Ability to systemize and increase performance on repetitive tasks
    • Ability to communicate effectively with others by personal contact and telephone
    • Ability to create and compose effective advertising
    • Ability to advise, counsel and guide others (e.g. staff, residents)
    • Ability to negotiate
    • Ability to analyze and evaluate people, data and things to determine courses of action
    • Ability to influence the opinions or decisions of others
    • Ability to effectively and tactfully deal with people
    • Ability to shift back and forth between multiple tasks without losing composure and compromising productivity
    • Ability to understand and accurately apply basis math skills
    • Ability to make competent use of work related equipment and materials
    • Ability and desire in self development
    Skills, Knowledge and Personal Characteristics:

    The position of Leasing Manager is an extremely challenging and demanding one. The individual must be capable of producing results within an unstructured environment and have the flexibility to identify and respond to changes in priorities. They must be multi-task oriented and be able to handle a moderate amount of stress within the position. The position moves at a fairly fast pace and a strong attention to detail is mandatory to efficiently accomplish all goals and deadlines.

    Time Commitment:

    The time commitment to achieve your occupancy standards, assigned tasks and duties for this position are directly related to the abilities that are listed above. An individual that possesses the abilities that are outlined above will be able to easily carry out and complete the tasks at hand. Others will need to give additional time and attention to areas that they are in need of improvement to accomplish the same goals. The position requires that the job related tasks are completed in a timely manner or additional uncompleted duties will mount up. A full commitment must be given to maintain the workload.

    Goals and Objectives:

    Our goals in property management are to maximize the value of our buildings by property implementation the fundamentals of this business. It is the Leasing Manager's responsibility to make sure that we are maximizing rental income by comparable shopping, controlling rent loss, low delinquencies and staying within our advertising budget.

  • Maintenance Technician Positions Technician Levels I-V

    There are currently 5 different levels of technicians working in our organization and we are seeking applicants with various skill levels. A Technician Level I has only basic maintenance skills and abilities with a limited amount of tools, while a Technician Level V has an abundance of experienced skills with a complete set of equipment. Wages and benefits vary according to the skills, abilities and experience in apartment maintenance. We currently have positions available for nine year round full-time Maintenance Technicians.

    Scheduling

    The typical work week in the St. Cloud area is Monday through Friday 8:00 a.m. to 5:00 p.m. If you travel to an out-of-town property you will have a shorter work week with longer work days, but will typically not work over 40 hours per week. Since these are our busiest times, all maintenance staff is required to work May 25 through June 1 and July 25 through August 1, even if they fall on a weekend or holiday.

    Traveling

    Since NMI has properties all over the state of Minnesota, these positions will have the option for traveling to our out-state sites. We pay time one way and mileage round trip if you use your vehicle. If you are assigned (not mandatory) to work at an out-state property, one of the major benefits to traveling is a shorter work week. You will typically put in longer days at each of the sites and be able to enjoy three and four day weekends.

    A Brief Overview of the Position(s)

    The primary function is to provide maintenance support on apartments managed by Northern Management. This maintenance position encompasses all aspects of maintenance on an apartment building. The primary focus of the position is on the cosmetic and light maintenance repairs. The majority of the technical tasks are "subbed" out to contractors that specialize in each area. The categories below will give you a rough idea of some of the multiple tasks that the position handles. This listing by no means limits the position to only these outlined tasks and may include many other problems that occur with the basic functioning of the apartment. Our maintenance positions are typically a Monday - Friday, 8am to 5pm position. There may be a limited amount of weekend or on-call requirements.

    Painting: 30% of the position. Providing a nice even coat of paint on the walls. Keeping the woodwork, ceiling, and other areas paint free. Other areas that could possibly be painted would be: railings, woodwork, exterior surfaces, decks, overhangs, windowsills, etc.

    Carpentry: 15% of the position. These items would include: hanging doors, adjusting doorframes, woodwork, installing new windows, and other miscellaneous carpentry tasks.

    Drywall: 15% of the position. Being able to take a damaged sheetrock surface with a hole, scratch or dent and repair the damaged drywall surface back to its original state. This would include: piecing in new Sheetrock, taping, mudding and texturing. This particular task must be done so that the patchwork is not visible.

    Plumbing: 20% of the position. This area includes all aspects that are associated with the water fixtures in the apartment. This entails: changing the seals of faucets, tubs, drain traps, toilet valves, flappers, wax rings (pulling the stool and replacing it), working with sill cocks, switching out diverters on tubs, replacing kitchen strainer baskets and seals, etc. The maintenance technician should be proficient in all aspects of plumbing.

    Maintenance tasks: 20% of the position. This would involve all the other miscellaneous items of the position. This includes: boiler operations and zone valves to each particular apartment, venting systems and light electrical work (light switches, plugs, circuit breakers, replacing light fixtures). Other areas may include: some minor snow removal, roofing work, screen & window replacement, caulking miscellaneous fixtures, landscaping duties, appliance repairs, troubleshooting, ordering different items, and a multiple of other miscellaneous tasks.



    Essential Functions

    Quality repairs: All repairs and maintenance performed will be of the highest standards. No short cuts, half done or poor performance will be tolerated. All paint must match, doors hung properly and drywall patches properly backed and unnoticeable. Any repairs done on any area will enhance its appearance and performance.

    Uniformity: All maintenance repairs and replacements must maintain a consistent uniformity. This includes: color matches, same product items, consistent repairs, etc.

    Resident Contentment: All residents will be kept abreast on all repairs that are unable to be promptly repaired. When items need to be ordered, the residents will be notified as to when they can expect the repairs to be completed. If there is a delay in the scheduling the resident must be notified.

    Prompt Response: In St. Cloud, all calls will be followed up on the day they are given. Our policy is to complete all service requests within 24 hours. All serious orders or requests that require some action should be completed the same day.

    Purchasing: When purchasing maintenance supplies, all personnel will insure that their name is on the invoice, as well as the project name, building #, and apartment #. Prior to ordering, it should be verified that the product is needed and that it is the correct replacement part. Returning items are extremely costly. It wastes personnel time, adds cost with additional delivery charges, creates tenant dissatisfaction, invoicing errors and accounts payable problems. The individual that ordered the product needs to personally track all maintenance purchase orders.

    Clean-Up: After the project is done a thorough clean up must be done.

    Paperwork: All paperwork will be completed at the time the work is performed. All procedures should be thoroughly documented. No comments such as "doing paperwork", "loaded truck", or any other phrase that cannot be directly linked to work performance will be accepted. Our timesheets are the invoices that are delivered to the owners and the work performed gets billed to them, so we must be able to justify everything.

    Maintenance Meetings: Maintenance personnel will be on time at the designated meeting places ready to discuss all aspects of their position. They must have their paperwork completed and in proper order prior to the start of the meeting. They should have all information about the projects they are responsible for at their fingertips and ready to produce information. Problem areas will be discussed.

    Uniform & Hygiene: Maintenance personnel represent Northern Management. We make daily contact with our residents and we must be in presentable form. Each day a fresh uniform must be worn and all hygiene aspects taken care of. A full set of uniforms must be turned in each week.

    Storage Rooms & Garage: Storage facilities or maintenance garages are to be maintained in a highly cleaned and organized state.

    Supply and Equipment Rooms

    The goal is to maintain this room in a highly organized and efficient manner so the supplies and equipment are properly used and maintained. They must be kept in an organized and cleanly state. Understand the boundaries of the room and develop an understanding with all personnel.

    • Monitor all aspects of the equipment. This includes storing it in an organized fashion, monitoring the accountability of it (making sure it is properly checked out and in), maintaining it where necessary and monitoring the cleanliness of it (the equipment must be turned in clean by its user).
    • Oversee the maintenance bin system. Keep in an organized state. Identify the need for additional stocked items.
    • Oversee the area in which supplies are purchased for individual projects. Monitor and label these supplies for identification and maintain in an organized state.
    • Monitor the supplies and quantities stocked. Replace the utilized stock by reordering for specific projects.
    • Restock maintenance personnel inventory by refilling their used product off of their inventory checkout sheet.
    Maintenance Vehicle

    Because you will be representing NMI, they must be kept in a clean and organized state. All maintenance technicians need to be able to efficiently handle all types of service calls and the set-up in their vehicle is critical in accomplishing this goal. All vehicles must be set up within 30 days of their initial employment. All maintenance personnel will have an established maintenance supply system set-up in their vehicle or trailer.

    Work Orders

    They are either written up in the field or at the office. Once you have been given the work order it is your responsibility to ensure that it is completed up to expectations of the resident and to the Management Company. Keep our residents informed and happy!

    Maintenance Supervisor Position

    There is a focus on uniformity, timely and efficient repairs, tenant satisfaction, eliminating call-backs, creating top notch efficiency, over emphasizing the open eyes policy and developing systems within your own team and for the company. Outside of the basic maintenance tasks, supervisors need to set goals on a weekly basis so that they can accomplish missions outside of their routine maintenance. There is a need to look at the maintenance jobs that are being done, analyzing the methods in which they are handled, identifying the problems that are at hand and eliminating them before they become problems to make systems more functional at each project and ensuring each project is set up to accommodate the day to day needs. There will be weekly check-ins to discuss problems, processes, and other maintenance situations that need attention and review.

    Superior Leadership

    Supervising the team members underneath you, which includes organizing the work orders that are at hand, developing more refined project tracking techniques so projects do not get lost, developing ways for monitoring the efficiency and effectiveness of technicians, meeting with property managers for updates on projects, ensuring that each project is stocked properly, and other ideas and methods to increase the efficiency of your team. All of these responsibilities are rolled into the supervisor position. The supervisor should set an example for the team so the team looks up to the supervisor and assists the supervisor in accomplishing goals.

    Direct Maintenance Tasks

    These tasks will include an efficient 40 billable hours within the job description. The supervisor needs to go through the paperwork of the other maintenance techs as part of the supervisory job duties and is not considered part of billable hours. Billable hours are to be direct task oriented hours in which maintenance duties are performed at each project.

    The supervisor should ensure there are no vague descriptions of work performed, errors or preparedness by maintenance techs. On a daily basis, the supervisor should initial the bottom of each timesheet they review to ensure that the time charged and documentation is appropriate.

    One of the most important responsibilities of the position is project tracking on project tracking sheets to ensure projects are being tracked, watched over, and resolved. It is critical to complete all tasks.

    Supervising Subordinates

    Supervisors need to ensure that summer workers are following corporate standards, efficiently completing tasks at hand, and doing a top quality job. The supervisor is responsible for the work ethics and quality of work that comes from the team they are in charge of.

    Supervisory Functions

    Our supervisors have a broad range of functions within their job descriptions. The primary one that we are clarifying is the supervisory functions that are set outside of the required billable time. For instance, the supervisor position is set up for 40 billable hours, but there are supervisory functions outside those billable hours.

    Billable hours are fairly clear cut and may include a few changes. Our definition of billable hours includes direct tasks that are being completed in a maintenance capacity at our apartment complexes. The basic definition includes physical labor or work that is involved or being completed to work at that task. It may also be termed as direct labor involved in completing a task.

    Supervisory skills required for the position encompass all the tasks that are outside of the billable hours for which the supervisor is responsible. These tasks include the following functions:

    Planning and scheduling the work week, communicating with resident managers (either on-site or via telephone), ordering parts and filling stock bins, organizing maintenance supplies, setting up for daily duties, supervising subordinates and getting them ready for the workday/week, overseeing subordinates' work quality, reviewing timesheets completed by subordinates, and any other "supervisory" functions that do not involve direct labor are part of the supervisory role. Supervisors are also in charge of collecting timesheets from subordinates, reviewing them and putting their initials on the bottom of each sheet (which is collected daily) to ensure they approve of the work that has been done according to corporate standards. All timesheets, including the supervisors, should be directed to management each week.

  • Caretaker Goal:

    Is to provide a superior level of service to our residents along with preserving the financial integrity of the real estate investment. At all times, a continual commitment must be given to oversee all the operations and provide the best possible service to our apartment owners as well as our residents.

    Primary Function:

    The primary function of a Caretaker, or any on-site Northern Management employee, is to maintain the cleanliness of the building(s) at all times. We, at Northern Management, pride ourselves on holding “Superior Standards” when it comes to the presentation of the buildings that we manage. We have a comprehensive cleaning policy for this position.

    The Position:

    Property Management is an exciting and challenging occupation. The Caretaker wears many different hats and must be able to handle multiple tasks. We are seeking candidates that can live on-site and perform the daily inspections (morning and night) that are required of the position. Keep in mind that at all times, you are a representative of the owners as well as of Northern Management. All situations with residents must be handled in an ethical and professional manner.

    Dedication & Commitment:

    We are seeking a caretaker or caretaker team that is able to commit to this position for a minimum of a year. The team must possess a strong attention to detail and be able to be self-motivated to accomplish the daily cleaning tasks without direct supervision. The value of each complex varies but ranges from $750,000 to $2.9 million, so a great deal of trust and responsibility is given to caretaker to ensure that the buildings are kept to Northern Managements Superior Standards.

    General Duties

    Administrative:
    • Maintain constant oversight of the complex (es) and maintain a visible presence on a daily basis. Be available as needed to address all questions, issues and concerns that residents might ask of you.
    • Work with the Property Manager and/or Assistant Property Manager to deal and/solve problems that are happening on-site.
    • Maintain all bulletin boards and mailbox areas neat and presentable.
    • Handle all complaints in a prompt and courteous manner.
    • Associate with the residents in a congenial, friendly, respectful and business-like manner at all times. No fraternization/socialization with the residents is allowed.
    • Parking lots must be inspected regularly for improperly parked, unlicensed, or unauthorized vehicles.
    Operations:
    • Conduct morning inspections in the building(s) and throughout the grounds.
    • Complete cleaning of the buildings including vacuuming, mopping the laundry rooms and entrance areas, cleaning windows and light fixtures, dusty baseboards and trim, detailing and cleaning the laundry machines and emptying laundry room garbage at a minimum of once a week. During your daily inspections you will need to monitor if additional cleaning is necessary.
    • Ensure that the Monthly Detailed Cleaning Checklist is completed each month.
    • Keep the grounds and parking lot free of litter and debris.
    • Inspect the boiler room(s) and mechanical room(s) daily.
    • Conduct periodic evening inspections to ensure that the residents are conforming to Northern Management's policies.
    Maintenance:
    • Provide first line maintenance making sure any deficiencies are corrected as soon as possible during after-hours.
    • Promptly write up service requests for routine and low maintenance repairs.
    • Work with the assigned maintenance technician to ensure timely repairs.
    • Check all indoor and outdoor lighting daily.
    Grounds Keeping:
    • Ensure that the lawn is cut regularly and that the weeds around the building, curbs, sidewalks, trees and fences are trimmed regularly to the height of the lawn.
    • Maintain the shrubs so that they look properly trimmed.
    • Sweep the sidewalks regularly.
    • Remove snow from all entrance area, sidewalks and steps by 8:00 AM each morning and on an as needed basis as the day progresses not allowing more than 2” to accumulate at any time.
    • Make prompt arrangements for the removal of snow from the parking lot.
    Skills, Knowledge and Personal Characteristics:

    The position of an on-site caretaker is exciting and challenging. The caretaker or caretaker team must be flexible, organized, energetic and able to handle multiple tasks in an unstructured environment. The team must possess strong attention to detail and be self-motivators.

  • Section 42 Resident Manager Team Position Goal:

    Is to provide a superior level of service to our residents along with preserving the financial integrity of the real estate investment. At all times, a continual commitment must be given to oversee all the operations and provide the best possible service to our apartment owners as well as our residents.

    Primary Function:

    One of the primary functions of this position is on-site coverage. Coverage pertains to having a presence of management so that they can deal with any situations at hand whether it be tenant relations or problems. We also have a goal of personally answering 90% of the phone calls that come in. A majority of our complexes have the Resident Manager's office tied to their apartment. This is extremely efficient because you do not have to be sitting in the office during office hours, but available for any needs.

    The Position:

    Property Management is an exciting and challenging occupation. The Resident Managers wear many different hats and must be able to handle multiple tasks. We are seeking candidates that can live on-site and oversee the entire operations of the apartment complex. The resident manager position is typically a "team" effort so that all aspects of managing the complex can be handled. This position entails the coordination of all areas of the apartment complex including administration, tenant relations, maintenance and grounds keeping. Of utmost importance is the availability of at least one of the team members during office hours to answer telephone calls and provide tours to prospective residents. Keep in mind that at all times, you are a representative of the owners as well as of Northern Management and should handle all situations in the most ethical, professional manner possible.

    Because you would manage a property that participates in the Housing Tax Credit/Section 42 program (a program designed to help provide affordable housing to low and moderate income households), there are additional administrative job responsibilities included in your job description. Because of the program's strict requirements that all applicants/residents are in compliance with the rules and regulations of the program, you would be required to acquire, verify, clarify and process applicant information in a timely manner, while also being thorough and accurate.

    Specific Responsibilities:

    Meet with applicants and residents in a timely manner to process new applications, annual re-certifications and lease renewals. Must achieve preliminary approval of a new application in 24-48 hours and completion of new applications and re-certifications in 7-14 days. Must be accurate in processing and analyzing documents and applying basic math skills, while at the same time having a good understanding of the compliance rules and regulations established by the appropriate agencies. Must communicate effectively with third-party sources by personal contact, telephone, fax or mail in obtaining income and asset verifications and would follow up with sources until all verifications were complete. It would be the Resident Manager's responsibility to read and understand all new program information and updates that are forwarded from the corporate office and to effectively communicate with the Compliance Manager and other corporate personnel in addressing problem areas and keeping them up-to-date on the status of paperwork, fees collected, etc. Would work with the Assistant Property Manager in evicting residents that are not complying with the rules of the program. You may be required to attend additional Tax Credit courses throughout the year to stay on top of the latest requirements within the industry.

    The On-Site Team:

    We are seeking a team for carrying out the Resident Manager duties. One of the team members is designated as the main contact and will be responsible for carrying out all of the duties. This team member must remain on the site a majority of the time in order to carry out the functions of the position and handle tenant's needs as they arise. Even though we require one team member to be around we still have designated office hours that guarantee the RM is accessible. The other team member can have off-site employment. The team effort is needed to assist with occasional peak times when tasks must be completed.

    Dedication & Commitment:

    We are seeking a team that is able to commit to this position for a minimum of a year. The team must possess a strong attention to detail and be able to be self-motivated to accomplish tasks at hand without direct supervision. The value of each complex varies but ranges from $750,000 to $2.9 million, so a great deal of trust and responsibility is given to the Resident Manager Team.

    Compensation:

    One of the major benefits is the rent-free apartment. This is a tax free benefit and when you consider that you have to earn approximately $800 to make a rent payment on a $550 apartment, it adds up fast. The other benefits vary depending on the apartment complex but they can include: bonuses, a garage, use of the complex telephone line, cable, on-site storage. Most of our complexes also offer a monthly salary on top of the apartment package. There is also an opportunity for additional wages by cleaning vacated units and shoveling the sidewalks.

    Section 42 Resident Manager Job Description General Duties

    Administrative:
    • Maintain constant oversight of the complex(es) and maintain a visible presence on a daily basis. Be available as needed to address all questions, issues and concerns.
    • Work with the Property Manager and/or Assistant Property Manager to rent all vacant units. This includes working to develop marketing ideas.
    • Maintain and keep adequate office supplies and forms so that you can effectively carry out the duties of your position.
    • Promptly clean all vacant units so that they are ready to be moved in to.
    • Show apartments to prospective residents and complete all necessary rental applications documents. This includes the initial lease, application and Section 42 household questionnaire and verifications. You will be responsible to complete all the third party verifications for the information provided on the Section 42 household questionnaire as well as all the programs required initial documentation.
    • You will be responsible to complete the yearly recertification process with all residents.
    • Carry out the additional administrative functions necessary for the proper completion of the position. Some of functions are rent collection, issuing keys and parking stickers, developing a waiting list and reviewing project reports.
    • Supervise on-site employees and make recommendations for hiring, discharging and promoting on-site employees.
    • Maintain responsibility for the inventory of tools, supplies, furniture, etc.
    • Be fully responsible for the master keys for the complex.
    • Handle all complaints in a prompt and courteous manner.
    • Monitor delinquent rents carefully and contact both the resident and guarantor regarding late rents.
    • Associate with the residents in a congenial, friendly, respectful and business like manner at all times. No fraternization/socialization with the residents is allowed.
    Operations:
    • Conduct morning inspections in the building(s) and throughout the grounds.
    • Ensure that the Monthly Detailed Cleaning Checklist is completed each month.
    • Keep the grounds and parking lot free of litter and debris.
    • Inspect the boiler room(s) and mechanical room(s) daily.
    • Conduct periodic evening inspections to ensure that the residents are conforming to Northern Management's policies.
    Maintenance:
    • Provide first line maintenance making sure any deficiencies are corrected as soon as possible.
    • Promptly write up service requests for routine and low maintenance repairs.
    • Work with the assigned maintenance technician to ensure timely repairs.
    • Monitor subcontractors and ensure prompt and proper completion of repairs.
    • Check all indoor and outdoor lighting daily.
    Grounds Keeping:
    • Ensure that the lawn is cut regularly and that the weeds around the building, curbs, sidewalks, trees and fences are trimmed regularly to the height of the lawn.
    • Maintain the shrubs so that they look properly trimmed.
    • Sweep the sidewalks regularly.
    • Remove snow from all entrance area, sidewalks and steps by 8:00 AM each morning and on an as needed basis as the day progresses.
    • Make prompt arrangements for the removal of snow from the parking lot.
    Skills, Knowledge and Personal Characteristics:

    The position of Resident Manager is exciting and challenging. The Resident Manager team must be flexible, organized, energetic and able to handle multiple tasks in an unstructured environment. The team must possess strong attention to detail and be self-motivators.

  • Maintenance Assistant Position

    Northern Management's Maintenance Goal: Our maintenance goal is to provide prompt and efficient maintenance service to our residents. We are to provide a cost savings to the owner and at the same time provide quality job performance. Anything less than this does not fulfill our commitment to excellence.

    Maintenance Assistant Job Description

    The Maintenance Assistant is hired on a temporary basis to work full-time mid-May through late August assisting the Maintenance Technicians and the Maintenance Supervisors with projects and apartment turnovers. The position requires basic maintenance skills and the ability to perform cosmetic and light maintenance repairs. It is the Assistant’s job to systematically go through vacant apartments and identify damaged or problem areas and work with the maintenance staff to complete maintenance in those apartments. The Assistant is responsible to thoroughly document all work performed on maintenance paperwork. All repairs and maintenance performed are expected to meet the highest standards and no short cuts or poor performance will be tolerated. There is the potential of returning each summer and some possible part-time work during the school year.

    Northern Management hires about six Maintenance Assistants for the summer months. We are looking for teams of two that work well together and can accomplish common goals. One of the team members will be designated as the MA Lead and will be responsible for coordination, communication, supervision, monitoring paperwork, project tracking, maintaining schedules and ensuring the team accomplishes its objectives.

    Scheduling

    The typical work week in the St. Cloud area is Monday through Friday 8:00 a.m. to 5:00 p.m. If you travel to an out-of-town property you will have a shorter work week with longer work days, but will typically not work over 40 hours per week. Also, since the time periods of May 25 through June 1 and July 25th through August 1st are our busiest times, the maintenance staff is required to work during those days, even if they fall on a weekend or holiday.

    Traveling

    Since NMI has properties all over the state of Minnesota, this position will require many weeks where you will be required to travel to property sites. You will typically be riding with our Maintenance Technicians or other Maintenance Assistants. We pay time one way and, if you use your vehicle, mileage round trip. One of the major benefits to traveling is a shorter work week. You will typically put in longer days at each of the sites and be able to enjoy three and four day weekends.

    Scheduling Flexibility

    One of the major advantages that we can offer is the flexibility in scheduling for time off. If you are aware of an event that you need to attend, or time off for vacations, with advance notice we can typically schedule around it.

    Hourly Compensation

    The hourly rate for the MA is $9.00 per hour. As an added incentive for both positions, an additional $1.00 per hour is paid when there is outstate and overnight travel involved.

    Job Completion Bonus

    At the conclusion of the contracted position in August, a bonus of $1.75 per hour will be paid to the MA and $2.25 per hour will be paid to the MA Lead if all of the following are achieved: supplies are brought to the job site daily, you show up for work at the scheduled time and place, you work all required days (May 25 through June 1 and July 25 through August 1), there are no call backs to units for unsatisfactory work, timesheets are filled out accurately and submitted in a timely manner, high work standards are obtained and a motivated enthusiasm is carried throughout the mass move process. This bonus usually works out to be between $1,000 – $1,200 at the conclusion of your contract.

    Other Benefits

    There are a couple of other benefits that may help you in the future in seeking out a career. They can include a letter of recommendation and/or the use of the company president’s name for a reference on your resume. Most employers like to see that the summer months were used productively as a building block in developing your career and we can provide a very positive impact on this stage of your life.

    A Brief Overview of the Position

    Painting: 65% of the position. Providing a nice even coat of paint to walls and ceilings without any ceiling bumps, roller marks, and runs or missed areas and keeping the woodwork, ceiling and other areas paint free. Baseboards must be carefully taped off and all paint must be removed, even if it exists from before. Caution must be exercised not to waste product or get any paint on the flooring. Other areas that could possibly be painted would be: railings, woodwork, exterior surfaces, decks, windowsills, etc

    Carpentry: 5% of the position. These items would include: hanging, inspecting or adjusting doors, doorframes, windows, trim and other miscellaneous carpentry tasks.

    Drywall: 5% of the position. Being able to take a damaged sheetrock surface with a hole, scratch or dent and repair the damaged drywall surface back to its original state. This would include: piecing in new sheetrock, taping, mudding and texturing. This particular task must be done so the patchwork is not visible.

    Plumbing: 5% of the position. This area includes all aspects that are associated with the water fixtures in the apartment and includes checking all the plumbing fixtures looking for leaks, drips and toilet problems and requires that the Maintenance Assistant have a basic understanding of plumbing.

    Maintenance tasks: 20% of the position. This involves all the other miscellaneous items of the position and includes: replacing or installing caulking in areas that are in need, checking out the functioning of hardware (knobs, cabinet doors, hinges), looking over light fixtures, electrical switches and plates and installing or adjusting blinds. Other areas may include: roofing work, screen and window replacement, landscaping duties, appliance repairs, troubleshooting, ordering different items and a multitude of other miscellaneous tasks. After each project is finished a thorough clean up must be done and all paperwork completed with procedures thoroughly documented.

    Essential Functions

    Quality repairs: All repairs and maintenance performed will be of the highest standards. No short cuts, half done or poor performance will be tolerated. All paint must match, doors hung properly and drywall patches properly backed and unnoticeable. Any repairs done on any area must enhance its appearance and performance.

    Uniformity: All maintenance repairs and replacements must maintain a consistent uniformity. This includes: color matches, same product items, consistent repairs, etc.

    Resident Contentment: All residents will be kept abreast on all repairs that are not able to be promptly repaired. When items need to be ordered the residents will be notified as to when they can expect the repairs to be completed. If there is a delay in the scheduling the resident must be notified.

    Prompt Response: In St. Cloud, all calls will be followed up on the day they are given. Our policy is to complete all service requests within 24 hours. All serious work orders or requests that require some action should be completed the same day.

    Purchasing: When purchasing maintenance supplies, all personnel will insure that their name is on the invoice, as well as the project name, building #, and apartment #. Prior to ordering, it should be verified that the product is needed and that it is the correct replacement part. Returning items are extremely costly. It wastes personnel time, adds cost with additional delivery charges, creates resident dissatisfaction, invoicing errors and accounts payable problems. The individual that ordered the product needs to personally track all maintenance purchase orders.

    Clean Up: After the project is done a thorough clean up must be done.

    Paperwork: All paperwork will be completed at the time the work is performed. All procedures should be thoroughly documented. No comments such as "doing paperwork," "loaded truck," or any other phrase that cannot be directly linked to work performance will be accepted. Our timesheets are the invoices that are delivered to the owners and the work performed gets billed to them, so we must be able to justify everything.

    Uniform & Hygiene: Maintenance personnel represent Northern Management. Because we make daily contact with our residents, all employees are expected to be neatly groomed and clean-shaven with clothing in presentable form. Hair should be clean and neat and facial hair must be trimmed and well groomed. No visible body piercings (including tongue) are acceptable. Jewelry considered inappropriate for work includes nose, lip, tongue and eyebrow rings. Tattoos that could be considered offensive to the general public must not be visible while on the job. You may wear clean jeans without holes, an NMI hat, an NMI T-shirt and shoes with a closed toe. Shorts may be worn if it is above 75 degrees.

    Storage Rooms & Garage: Storage facilities or maintenance garages are to be maintained in a highly cleaned and organized state.

    Tools: There are required basic tools which would cost you less than $25 to purchase. A tool belt or 2-pocket apron, Phillips screwdriver, tape measure, pliers, hammer, caulking gun, regular screwdriver, utility knife and flip-up razor blade, socket set and a cordless drill (is optional but suggested). All painting equipment, paint and all other major tools are provided for you.

  • Resident Manager Team Position

    Goal: Is to provide a superior level of service to our residents along with preserving the financial integrity of the real estate investment. At all times, a continual commitment must be given to oversee all of the operations and provide the best possible service to our apartment owners as well as our residents.

    Primary Function: One of the primary functions of this position is on-site coverage. Coverage pertains to having a presence of management so that they can deal with any situations at hand whether it be tenant relations or problems. We also have a goal of personally answering 90% of the phone calls that come in. A majority of our complexes have the Resident Manager's office tied to their apartment. This is extremely efficient because you do need to be available during office hours for any needs but do not have to be sitting in the office.

    The Position: Property Management is an exciting and challenging occupation. The Resident Managers wear many different hats and must be able to handle multiple tasks. We are seeking candidates who can live on-site and oversee the entire operations of the apartment complex. The Resident Manager position is typically a "team" effort so that all aspects of managing the complex can be handled. The position entails the coordination of all areas of the apartment complex including administration, tenant relations, maintenance and grounds keeping (strong maintenance skills are helpful but not required because Northern Management has a maintenance technician assigned to each building). Of utmost importance is the availability of at least one of the team members during office hours to answer telephone calls and provide tours to prospective residents. Keep in mind that at all times you are a representative of the owners as well as of Northern Management and should handle all situations in the most ethical, professional manner possible.

    Specific Responsibilities:
    • Lease apartments and collect application fees; must complete leasing paperwork in 24-48 hours
    • Read and understand all training materials and updates forwarded from the corporate office
    • Communicate effectively with corporate personnel in addressing problem areas and keeping them up-to-date on the status of paperwork, fees collected, resident issues, etc.
    • Work with the corporate office in evicting residents who are not complying with rules
    • Coordinate with the Accounts Receivable Specialist to door knock for the collection of non-payment
    • Monitor advertising
    • Clean apartments
    • Pick up the grounds and building interior and monitor for cleanliness
    • Clean the hallways and common areas
    • Tenant relations and handling resident problems
    • Completion of weekly reports
    • Troubleshoot maintenance problems, coordinate maintenance operations and ensure quality repairs
    • Coordinate snow shoveling
    • Various other responsibilities

    Required Skills: Must be organized and able to maintain an organized office and file retrieval system, able to shift back and forth between multiple tasks and able to handle a moderate amount of stress, while at the same time working at a fairly fast pace and maintaining strong attention to detail. It is helpful to understand how to use different computer software and applications, operate a fax machine and calculator and how to communicate effectively through different avenues of communication. The Resident Manager Team must be fully committed to achieving success while juggling many exciting and challenging job responsibilities.

    The On-Site Team: We are seeking a team for carrying out the Resident Manager duties. One of the team members is designated as the main contact and will be responsible for carrying out all of the duties. This team member must remain on the site a majority of the time in order to carry out the functions of the position and handle residents’ needs as they arise. Even though we require one team member to be around we still have designated office hours that guarantee the RM is accessible. The other team member can have off-site employment. The team effort is needed to assist with occasional peak times when tasks must be completed.

    Dedication & Commitment: We are seeking a team that is able to commit to this position for a minimum of a year. The team must possess strong attention to detail and self-motivation to accomplish tasks at hand without direct supervision. The value of each complex varies but ranges from $750,000 to $5 million, so a great deal of trust and responsibility is given to the Resident Manager Team.

    Compensation: One of the major benefits is the rent-free apartment. This is a tax free benefit and when you consider that you have to earn approximately $800 to make a rent payment on a $550 apartment, it adds up fast. The other benefits vary depending on the apartment complex but they can include: bonuses, a garage, electric paid, use of the complex telephone line, cable, on-site storage. Most of our complexes also offer a monthly salary on top of the apartment package and there is also an opportunity for additional wages by cleaning vacant units and shoveling the sidewalks.

    Return to top

    Resident Manager Job Description

    General Duties
    Administrative:

    1. Maintain constant oversight of the complex(es) and maintain a visible presence on a daily basis. Be available as needed to address all questions, issues and concerns.
    2. Work with the Property Manager and/or Assistant Property Manager to rent all vacant units. This includes working to develop marketing ideas.
    3. Maintain and keep adequate office supplies and forms so that you can effectively carry out the duties of your position.
    4. Promptly clean all vacant units so that they are ready to be moved in to.
    5. Show apartments to prospective residents.
    6. Carry out the additional administrative functions necessary for the proper completion of the position. Some of those functions are rent collection, issuing keys and parking stickers, developing a waiting list and reviewing project reports.
    7. Supervise on-site employees and make recommendations for hiring, discharging and promoting on-site employees.
    8. Maintain responsibility for the inventory of tools, supplies, furniture, etc.
    9. Be fully responsible for the master keys for the complex.
    10. Handle all complaints in a prompt and courteous manner.
    11. Monitor delinquent rents carefully and contact both the resident and guarantor regarding late rents.
    12. Associate with the residents in a congenial, friendly, respectful and business like manner at all times. No fraternization/socialization with the residents is allowed.

    Operations:

    1. Conduct morning inspections in the building(s) and throughout the grounds.
    2. Ensure that the Monthly Detailed Cleaning Checklist is completed each month.
    3. Keep the grounds and parking lot free of litter and debris.
    4. Inspect the boiler room(s) and mechanical room(s) daily.
    5. Conduct periodic evening inspections to ensure that the residents are conforming to Northern Management's policies.

    Maintenance:

    1. Provide first line maintenance making sure any deficiencies are corrected as soon as possible.
    2. Promptly write up service requests for routine and low maintenance repairs.
    3. Work with the assigned maintenance technician to ensure timely repairs.
    4. Monitor subcontractors and ensure prompt and proper completion of repairs.
    5. Check all indoor and outdoor lighting daily.

    Grounds Keeping:

    1. Ensure that the lawn is cut regularly and that the weeds around the building, curbs, sidewalks, trees and fences are trimmed regularly to the height of the lawn.
    2. Maintain the shrubs so that they look properly trimmed.
    3. Sweep the sidewalks regularly.
    4. Remove snow from all entrance area, sidewalks and steps by 8:00 AM each morning and on an as needed basis as the day progresses.
    5. Make prompt arrangements for the removal of snow from the parking lot.

    Skills, Knowledge and Personal Characteristics:

    The position of Resident Manager is exciting and challenging. The Resident Manager team must be flexible, organized, energetic and able to handle multiple tasks in an unstructured environment. The team must possess strong attention to detail and be self-motivators.

    Return to top

  • Front Office Coordinator/Accounts Receivable Specialist Position Summary (Added information as of 041410)

    The Front Office Coordinator is responsible for providing a positive first impression for all walk-in and phoned in communication (that do not utilize the phone extensions) to increase customer satisfaction. The Front Office Coordinator is responsible for appropriately answering questions, or directing questions or concerns to the individual able to assist. The Accounts Receivable Specialist part of your position is responsible for the monthly rental income for the assigned properties. It is critical to effectively self-manage in order to successfully monitor and collect on delinquent accounts, while following company policies and guidelines. Deadlines must be kept for such tasks as late notices issued, pay or vacate dates, rent signs out, and delinquency numbers being updated. Effective communication must be maintained with all office personnel and caretakers/resident managers for their assistance as well as they are often key in the follow up and collection process. The Front Office Coordinator is responsible for assisting administratively where needed to make the job easier for another member of the Northern Management team while, prioritizing their own job description. All initial transactions are handled, guided or distributed by the Front Office Coordinator.

    Front Office Coordinator/Accounts Receivable Specialist Performance Profile

    1. Handle all calls that are not routed through the phone extensions.
    2. Process all office visitors. Meet and greet.
    3. Maintain positive, professional, organized and friendly environment.
    4. Determine what gets handled and what gets distributed in processing the daily mail.
    5. Assist with or handle all administrative requests as assigned by other office employees.
    6. Promote and sell Northern Management.
    7. Other Misc. Items
    8. Successfully monitor and collect rental income on delinquent accounts
    9. Update and communicate with Resident Managers/Caretakers
    10. Strive for zero rent loss each month

    Front Office Coordinator Performance Objectives 1. Front Office Coordinator is responsible to handle all calls.

    a. All calls will be promptly, pleasantly and professionally answered that are not routed through the phone extensions.
    b. Each call will be analyzed to determine what can be directly handled by the FOC and what needs to get distributed to a different party for completion.
    c. All worthy transactions will be documented and distributed.

    2. Front Office Coordinator will process all office visitors.

    a. All clients entering will be greeted and their concerns will be listened to.
    b. Each concern will either be handled immediately, or routed appropriately.
    c. All worthy transactions will be documented.

    3. Maintain positive, professional, organized and friendly environment.

    a. A positive attitude will be maintained no matter the circumstance.
    b. The front office is the first impression and must give off a pleasant vibe.
    c. All situations must be followed through to 100% completion if no other parties need to be involved.

    4. Front Office Coordinator determines what gets handled and what gets distributed.

    a. If FOC is able to handle a task and eliminate a duty off of someone else, that action must be taken.
    b. If FOC is unable to handle a task, all the pertinent info is required to be gathered before it can be passed on.
    c. Any task taken on my FOC must be followed through 100%.

    5. FOC must assist with or handle all administrative requests.

    a. If the FOC accepts a task, it must be completed by the deadline.
    b. If a task is unable to be completed, it must be declined and explained why it doesn’t fit into the already active schedule.

    6. FOC must promote and sell Northern Management.

    a. FOC is first point of contact and must advertise the company in any which way possible.
    b. FOC must make the best first impression by being friendly and knowledgeable so we have an attempt at a 2nd first impression.

    7. Other Misc. Items

    a. Troubleshoot, enter, distribute and track incoming maintenance concerns.
    b. Efficiently and cost effectively stock office supplies and maintain organization within the storage room and overhead storage areas.
    c. Efficiently and cost effectively manage internal office forms.
    d. Complete incoming rental references.
    e. Maintain complex signage – who to call signs, mailbox rosters, laundry room signage, elevator signs, front entry bulletin board signage.
    f. Educate residents at the time of move in and beyond.
    g. Field and promote Safe Loc inquiries.
    h. Educate and encourage all staff in areas I am able.
    i. Constantly encourage and brainstorm ways in which we can grow as a team.

    8. Successfully monitor and collect rental income on delinquent accounts.

    a. Make contact with residents and/or guarantors to collect unpaid rent prior to the 10th of the month.
    b. For any delinquencies requiring arrangements past the 10th of the month, make sure verifiable income guidelines are enforced and followed.
    c. Filing of unlawful detainers as needed.
    d. Communicate with property managers any difficult situations or delinquencies requiring special attention or assistance.
    e. Utilize resources such as school schedules to determine breaks, financial aid issuance, and other timelines useful in making suitable arrangements.

    9. Update and communicate with Resident Managers/Caretakers.

    a. Make contact with Resident Managers prior to issuance of late notices to ensure any payments they have been received on-site are made note of and not issued a notice.
    b. Make contact with Resident Managers to discuss delinquent accounts and that they begin the doorknocking process.
    c. Maintain consistent, regular contact with the Resident Managers to ensure follow up is made and arrangements are kept to meet the 0% accounts receivable on the 20th of the month.

    10.Strive for zero rent loss each month.

    d. Late notices must be out between the 3rd and 5th of the month.
    e. Update numbers on both primary meeting agenda and monthly reporting spreadsheet on the 5th, 10th, 15th, 20th, and 25th of each month.
    f. Units vacated by the 10th of the month as agreed upon or instructed.
    g. Goal of less than 2% delinquency by the 20th of the month.
    h. Complete red zone reporting for President.
    i. Hang rent due signs by the 25th of the month.

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