Assistant Community Director

Vaughn Management Group

Vaughn Management Group is a family-owned management firm. Our passion for helping people, creating valuable relationships, and common values has established a working environment that undeniably stands out. Every day our staff can collaborate in a thriving culture with a determined attitude that inspires and rewards original ideas. Vaughn Management Group provides significant career advancement opportunities, competitive compensation, benefits, and retirement plans.

We are currently seeking an Assistant Community Director!

The ACD is Responsible for managing daily operations of the property, including supporting the Community Director and all team members. This position will oversee two vibrant communities located in Vallejo, CA.

Job Summary:

The Assistant Community Director is responsible for assisting the Community Director in overseeing all day-to-day operations and development of a multi-unit residential community. The Assistant Director will help to ensure the community is well-maintained and meeting occupancy goals while providing optimal customer service to residents and guests. This individual will assist in supervising a team of staff members and work closely with the Community Director and Regional Manager to meet business goals.

Key Responsibilities include but are not limited to:

• Assist Community Director in Daily Tasks
• Responsible for assisting the Community Director in all aspects of a well operating office: open and close procedures, organization, stocking supplies, etc.
• Correspond with residents, prospects, vendors and internal employees via phone, email, virtual and in person meetings
• Meet with maintenance team to review open requests and property needs
• Responsible for staff Training, Compliance, Hiring, firing, development, goal setting and Scheduling in conjunction with the Community Director
• Following Fair Housing Guidelines
• Record keeping in paperless format in management software
• Follow and enforce dress code protocol: wear provided shirts and jackets, responsible for laundering all clothing and keeping uniform in good condition
• Work within property management software, Google suite and a number of other websites and softwares

• Assist Community Director in Leasing
• Assists in managing all aspects of the leasing process
• Responsible for  the execution and oversight of marketing avenues including but not limited to: Internet Listing Sites, property website, social media, print materials, property signage and online presence
• Facilitation and oversight of the application processes from start to finish
• Screening applicants: Process credit and background checks
• Provide tours and property information to all prospects
• Follow up with all leads and applicants accordingly 
• Ensuring tour path and model unit is presentable on a daily basis
• Ensure all applications and leases are completed to VMG standards
• Ensure all property signage and marketing materials are well kept and displayed: flags/banners/A frames/bulletin boards
• Manage and attend local events: housing fairs, develop and maintain relationships with local community

• Assist Community Director in Resident Relations
• Help facilitate the resident move in and out process: complete and collect all documents and payments, schedule move in/out date and time, give and collect keys
• Collect security deposits/first/last month's rent
• Assist in ensuring units are fully turned, cleaned, fluffed and ready for move in 
• Process move ins in property management software
• Assist the Community Director in following up with lease violations: financial or else
• Resolve resident conflict and concerns
• Ensure maintenance requests are completed to residents satisfaction
• Plan and execute monthly resident events 

• Assist Community Director with accounting tasks
• Accounts payable
• Inputting invoices
• Variance reports
• Maintain projected budget
• Petty cash reconciliation
• Personal expense reports: mileage logs
• Bank runs
• Closing and posting all payments
• Rent and delinquency collection
• Submit invoices for vendor payments
• Process Final Account Statements and deposit refunds/balance collections for all move outs
• Post 3 day and late notices
• Work with management and attorneys to process evictions from start to finish
• Ensure resident ledgers are up to date and accurate
• Account reconciliation 

• Assist Community Director in Property Operations
• Ensure pool and spas are in compliance with local and state regulations
• Ensure Preventative maintenance plans are in place and executed
• Oversee capital expenditure projects for community
• Ensure facilities are up to safety and fire codes
• Ensure community is alway clean, organized, welcoming and safe
• Oversee completion of maintenance requests and follow up as needed
• Perform Property inspections as needed
• Responsible for package management for residents and office need: may include delivering packages to homes or lockers
• Take proper action in addressing trespassing or resident issues

• Assist Community Director in Maintenance Oversight
• Order supplies, appliances, schedule vendors
• Maintenance calendar
• Responsible for coordinating all Move outs/unit turns including: Vendor scheduling, cleaning, vendor oversight, maintenance oversight, unit inspections and photographing units
• Create turn schedule ahead of time if in student housing
• Walk vacant units and document condition of unit
• Post notice to vacates
• Collect forwarding address information
• Communicate vacating expectations to residents

• Other
• Assist in managing client owner relationships
• Complete any required tours per management: with clients, banks, insurance etc
• Position may require after hours dispatch. Will need to respond as necessary. Be abreast with after hours emergencies
• Report all injuries, staff concerns for workers comp
• Required to use personal vehicle property needs for supplies, bank runs, vendor visits
• Attend required meetings virtually and in person
• Conflict resolutions
• IT troubleshooting
• Complete all required accounting reports: market surveys, marketing reports, variance reports, weekly leasing report, incident reports

Note: The above job description is intended to describe the general nature and level of work performed by an individual in this role. It is not an exhaustive list of all responsibilities, duties, and skills required.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Some overtime or weekend hours may be required

Supplemental pay types:

• Bonus pay eligible