building administrator

Responsibilities (Duties shall include, but not be limited to):

Administration

• Coordination, integration & implementation of all resources – human, financial, & material to ensure smooth and efficient operations
• Planning, directing, budgeting, reporting & implementing to achieve objectives
• Diligent rent collection, careful record keeping, attentive monitoring of income, expenses & budget variances, early action on lease renewals, and handling of legal & financial matters to generate maximum income
• Anticipate tasks, estimate income and operating costs
• Anticipate lease expirations, develop work schedules and efforts to assure that parts & supplies are available
• Assist in preparing the annual operating budget & monitor the income stream and allocation of expenses on a monthly basis
• Improve rent collections, reduce delinquency and loss, and shorten turnover times
• Track daily receipts and expenditures & prepare weekly, monthly & quarterly reports
• Prepare rental roll for each unit, delinquencies & vacancies
• Monitor security deposits and deductions for repairs
• Maintain up-to-date move-in & move-out conditions
• Log maintenance & repair requests and their disposition
• Maintain records of purchase orders for merchandise & service performed
• Timely ordering & establishment of inventory controls

Financial & legal issues

• Collecting rents, security deposit & other fees and safeguarding them
• Implement & enforce collection policies
• Monitor payment records and adjust security deposits when needed
• Preparation of delinquency notices and eviction process
• Knowledgeable in contracts, leases, applications, and status of each
• Familiarity with fair housing laws, leasing and marketing, landlord-tenant laws, legal requirements for notification, housing codes, building & fire codes, environmental laws, eviction procedures and occupational safety procedures

Maintenance operations of the building, its facilities, machineries, and amenities

• Good housekeeping practices
• Periodically conduct maintenance surveys and safety audits to determine repair and renovation needs
• Establish systems for service requests, scheduling of maintenance works, and supervision
• Prompt response to service requests and follow up
• Establishment of policies, procedures & inventory controls
• Increase maintenance efficiency & reduce maintenance costs
• Solve problems & determine priorities

Personnel management

• Recruit, interview, hire employees
• Conduct performance evaluations, promotions and terminations
• Implementation of employment policies, maintenance of payroll records & compliance with relevant laws
• Delegate responsibility, provide leadership & motivation, development of stable, goal oriented staffs

Resident relations, retention, and customer service

• Establish good working relations & open communications w/ residents
• Apply the policies of the building fairly, firmly & uniformly
• Timely response to all requests

Leasing

• Selection of residents, approval of leases and qualifying of lease renewals
• Request & evaluate credit information & rental histories of applicants
• Prepare, process & sign rental applications, leases, renewals, addenda and related documents
• Organize records of all leases and related documents to monitor the expiration of leases and assure legal protection

Marketing

• Prepare a market analysis of the area
• Determine the factors which can affect the business
• Maintain & increase the value of the property

Representation of the company

• Coordination with local authorities (e.g. fire, police, city and barangay officials)
• Government relations, regulations, licenses and concerns.

Total quality management

• Commitment to continuous improvement
• Improve the quality of service while controlling operating costs
• Emphasis on quality at every step

Security & risk management

• Analyze security risks and establish standard operating procedures
• Train and prepare staff, guards and all residents
• Conduct periodic safety drills

Other tasks that may be called for.