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  • Silver Spring, MD

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Collections Manager

The Donaldson Group • Silver Spring, MD

Posted 28 days ago

Job Snapshot

Full-Time
Other Great Industries
Management

Job Competition

75+

Applicants

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Job Description

The Donaldson Group, LLC is looking for an experienced Collections Manager/Bookkeeper for a large residential apartment community located in Silver Spring, MD.  Applicant will be solely responsible for rent collection, submitting suit lists, scheduling evictions with the County, sending late letters, scheduling mandatory meetings with the residents, overseeing Housing Contracts and setting up the accounts.  Applicant will be responsible for ensuring that new move in accounts are set up accordingly.  Must have 3+ years related experience in Property Management - rent collection/bookkeeping at large properties.  Weekends will be required to assist with rent collection.  We offer a competitive salary and excellent benefits package.  Our company believes in a drug free work environment, therefore a pre-employment drug screening will be required.

EOE
THE DONALDSON GROUP
Job Description
Job Title:        Bookkeeper
Reports To:    Property Manager
FLSA Status: Non-Exempt
ESSENTIAL DUTIES AND RESPONSIBILITIES
Reporting
The Bookkeeper reports directly to the respective Property Manager unless otherwise assigned by the Property Manager. 
Customer Service
  • Keep the Donaldson Group Promise, providing the best possible customer experience for clients, residents, vendors, internal associates, etc.
  • Conduct all business in adherence to Fair Housing Law.
  • Follow-up on routine service calls to ensure resident satisfaction.
  • Show apartments in accordance with federal, state, local and company policies.
  • Answer the telephone professionally and in a timely manner.
  • Greet prospects, residents, vendors and all customers utilizing excellent customer service.
  • Build and maintain a positive rapport with all applicants and residents.
  • Conduct follow-up with prospective residents.
  • Assist in responding to prospective resident complaints as directed by the Property Manager.
  • Assist in the planning and execution of resident functions as allowed by the budget and resident retention needs.
  • Communicate with, listen and respond to co-workers and customers.
  • Lead by example, motivating the entire team to keep The Donaldson Group Promise.
  • Take advantage of opportunities to go above and beyond for all customers. 
  • Take resident service requests accurately to insure maintenance personnel can properly complete the request.
Marketing
  • Inspect the curb appeal and presentation of the property, as assigned.
  • Keep accurate records of traffic and leases using the property management software system.
  • Recommend leasing specials to the Property Manager, as needed.
  • Recommend customized marketing strategies to generate traffic.
  • Perform outreach, as directed.
  • Maintain current market survey, as directed.
  • Maintain current Market Survey.
  • Maintain current knowledge of market and competitor properties.
  • Manage resident retention program, as directed.
Administration
  • Maintain necessary records of all financial transactions of the property.
  • Verify, allocate and post details of business transactions to resident accounts in accordance with company policies and procedures.
  • Reconcile and balance all appropriate resident and property accounts.
  • Collect rents and fees and post money to MRI.
  • Ensure daily deposit of funds into bank.
  • Ensure collection of appropriate fees (e.g. tenant damage, late fees, legal fees, pet fees).
  • Prepare cash reports in accordance with company policies and procedures
  • Promptly address delinquent accounts in accordance with federal, state and local county procedures ie; late notices, suit and writ list.
  • Prepare late notices and all collection-related correspondence.
  • Prepare suit and writ list as dictated by federal, state and county regulations.
  • Assist in preparation for and/or attend legal proceedings regarding rent or civil matters.
  • Ensure accurate and timely recording of notices to vacate.
  • Notify departing residents of legal and financial obligations to property (e.g. termination fees, improper notice penalties).
  • Ensure accurate and timely recording of move-ins and move-outs.
  • Prepare former residents’ security deposit dispositions accurately and timely.
  • Process bad debt accounts for turnover to collection agencies.
  • Maintain tracking system for bad debt.
  • Prepare monthly property lease renewals.
  • Maintain complete resident files.
  • Prepare resident correspondence, as directed.
  • Assist in the preparation of weekly and monthly financial reports, as directed.
  • Ensure that timely and accurate monthly close-out procedures are completed.
  • Maintain adequate inventory of office supplies within budgeted guidelines.
  • Assist in processing of payables.
  • Assist in processing of payables, payroll and bonus submissions, as directed.
  • Attend scheduled owners meetings, staff meetings and resident meetings, as required.
  • Assist Property Manager with special projects or other duties as assigned by supervisory personnel.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
An associate’s degree or equivalent is preferred.  Two years related experience and/or training in residential property management experience is required.  The ability to manage multiple tasks in a fast-paced environment is crucial, as well as maintaining a professional appearance and demeanor at all times. General accounting and marketing experience is essential.
CERTIFICATIONS, LICENSES AND/OR REGISTRATIONS
The Institute of Real Estate Management’s Accredited Residential Manager (ARM) or The National Housing Association’s Certified Apartment Manager (CAM) designation is preferred. 
SKILL SET
Excellent written and verbal communication skills are required.  The ability to read and interpret documents, write routine reports and correspondence, and speak effectively before groups of residents or employees is needed.
Outstanding interpersonal skills are needed.  The ability to solve practical problems and employ rational decision making skills is a must.  Also necessary is the ability to think and react quickly where only limited standardization or direction exists.  Staying calm, employing common sense and handling high pressure situations is requisite.
Mathematical skills, such as the ability to apply concepts like fractions, percentages, ratios, and proportions are necessary.  The ability to keep records of a site’s financial transactions is mandatory.  The ability to understand and/or compile reports regarding cash receipts and expenditures, accounts payable and receivables, and profit and loss is also a must.
Computer literacy is essential.  Knowledge of Windows-based software is required. Proficiency in Microsoft Word and Excel is necessary.  Knowledge of MRI and other accounting/property management software is preferred.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the primary duties of this job, the employee is regularly required to:
  • Communicate with and listen and respond to co-workers and customers
  • Frequently walk the property to show available apartments and/or the model apartment to prospective residents
  • Occasionally lift and/or move up to 10 pounds

Marketing

Inspect the curb appeal and presentation of the property, as

assigned.

Keep accurate records of traffic and leases using the property

management

software system.

Recommend leasing specials to the Property Manager, as nee

ded.

Recommend customized marketing strategies to generate traff

ic.

Perform outreach, as directed.

Maintain current market survey, as directed.

Maintain current Market Survey.

Assist in processing of pay

Job ID: 189
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