MULTI-SITE BOOKKEEPER

Primary Purpose of Position:

To provide direct support to the Property Manager(s), as well as perform administrative tasks that are critical to the success of the community and team. To answer inquiries and provide accurate information for the leasing team on-site.  Give selflessly to create uncommon experiences for residents, visitors, vendors, and coach other team members. Seek to find the yes and WOW with our Liv Uncommon Virtues while building relationships, market our community and further our WHY. Commit to the Liv Team Member Pledge, our Liv Values and carry out duties with luv and hospitality while serving others in all ways to help people live their best lives. 

Liv in action! | Liv It:

Support Liv Communities LLC’s Why, Promise, and Values. Incorporate the Liv It! concept and our core values of Liv empowered, Liv meaningfully, Liv simpler, Liv well and Liv with luv into strategy, daily decision making, and relationships. 

1. Support to Property Manager(s)

• In the absence of the Property Manager and under the direction of the Property Manager or Senior Property Manager, the Bookkeeping Manager may act in a role and with all the authority of the Property Manager in directing the activities of all leasing team members and service team members (in the absence of the Maintenance Supervisor) and make decisions necessary to keep community functioning at its optimal level and customers satisfied.
• Assist in the interview process, interviewing entry-level leasing and service team members.
• Assists in the training of team members and consistently motivates team members toward common goals.
• Assists with property invoice approvals as requested by Property Manager and when out of office is set in Entrata.
• Reviews utility bills each month and does chargebacks to residents as needed.
• Reviews vacant utilities for unnecessary usage and follows up with team to correct.
• Support with smart home installation, training, and dashboard management.
• Manage portfolio market surveys via the Radix dashboard, if applicable.
• Handles employee lease paperwork preparation and ensures all documents are signed and submitted to payroll/HR.

2. Retention:

1. Renewal Program:

• Creates and Manages the renewal spreadsheet(s)
• Works with Property Manager on renewal program and joins pricing calls as requested.
• Collaborates with leasing team to execute renewal program, providing extra support.
• Pulls Expiring Leases Report and prepares renewal offers referencing renewal spreadsheet and/or pricing tool.
• Contacts Residents that Leasing Consultant was unsuccessful in receiving a commitment/move-out notice from per the community’s outlined renewal program prior to Resident’s lease expiration date to end and continues to encourage the renewal or receipt of move-out notice.
• Prepares renewal lease documents via Entrata and updates renewal spreadsheet.
• Enters Notice-to-Vacates in Entrata with notes in Activity Log and Renewal Spreadsheet.

      b. Marketing and Advertising:

• Provide support to Property Manager(s) on submitting marketing requests for on-site marketing efforts.
• Supports leasing team with social media efforts, community outreach, and Liv App.

     c. Resident Relations

• Addresses inquiries, concerns, or problems. Meets and/or corresponds with Residents as necessary to follow-up on matters of concern and works with Property Manager or other team members to resolve problems. Records complaints or incidents in resident activity log in Entrata.
• Maintains and guides other team members in providing a professional and friendly rapport with Residents.
• Evaluates resident services and offers ideas to improve services.

3. Support to Leasing Team

• Perform as many administrative tasks as possible to help keep the Leasing Team free to ensure the highest level of frontline service to customers and residents, and to focus on the marketing and programming of the community.
• Corresponds with prospective Residents regarding their Application for Residency, approval of the application, desired apartment home and move-in date.

4. Administrative

• Reviews Applications for Residency and processes for approval.
• Create reservation agreements as part of the approval process
• Generate lease agreements as part of the approval process
• Reviews Entrata move-in checklist and lease.
• Reviews resident charges and approves water bills prior to rent posting in Entrata, if applicable.
• Pulls monthly delinquency report and sends late correspondence to residents.
• Prepares Financial Move-Out Statement.
• Reviews and updates Collection and Bad Debt Report and makes inquiries of past resident accounts to confirm balance due.
• Contacts current and past residents owing balances due and requests payment and/or negotiates payment to settle balances. Follows established collection process.
• Inspections, including but not limited to:
  • Supports Property Manager, Leasing Team, and Maintenance Team with overall Best in Class initiative.
• Notifies Maintenance Supervisor of urgent service requests, unsatisfied Residents or a prospect/resident requesting a change of their move-in/move-out date.
• Keeps Property Manager apprised of unhappy team members, unsatisfied Residents, complaints, alleged neighbor disputes, or incidents believed to have violated a community policy or term of the Lease.
• Completes legal paperwork pertaining to lease violations and corresponds with local attorney for next steps.
• Drafts notices for resident communication, including legal notices
• Pulls delinquency daily.
• Maintains correspondence with delinquent residents and sets up payment plans through Entrata written communication and phone calls.
• Prepares legal correspondence for non-payment of rent.
• Handles lease breaks, calculating early termination fees, and concession paybacks
• Oversees transfers on-site, ensuring holding deposit and transfer fees post correctly, and supports team with transfer process to other Liv communities.
• Audits resident accounts, proof of income, insurance compliance, and utilities

5. Safety

• Complies with the Liv Communities LLC Employee Safety and Compliance manual.

Expectations:

• Obtains and maintains score of 80% or higher on periodic Shopping Reports.
• Maintains an average closing ratio of 17% or higher from total traffic count.

Job Qualifications:

• High school diploma or equivalent GED.
• Minimum of one year experience in the property management field or one year experience as a manager in a customer service field.
• Completion of Grace Hill assigned courses and state required hours.
• Real estate salesperson license or ability to obtain this license within eight months for Michigan team members based on state requirement.

Scheduling

• Required to maintain a regular schedule which may require working overtime, weekends, and some holidays as well as some afterhours resident events.

Physical Requirements

• Ability to work prolonged periods sitting at a desk and working on a computer.
• Ability to complete daily tours of the community with potential residents.
• Must be able to lift up to 15 lbs.

Liv will make reasonable accommodations to enable individuals with disabilities to perform the essential functions.

This job description in no way states or implies that these are the only duties to be performed by the team member occupying this position. Team members will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.

Liv Communities is an equal opportunity employer.

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