Apartments Director

DEPARTMENT: ADMINISTRATION

SUPERVISOR: ADMINISTRATOR

WORK AREA: APARTMENT COMPLEX

PURPOSE: Ensures the operational, financial and qualitative success of the Apartment Complex through the implementation of operational practices to ensure the highest standards of quality resident services as set forth by the Board of Directors.

STATUS AND SCOPE: Serves as the Manager of the Apartments. Has the authority for and is responsible for the overall operation of the apartments. Reports directly to the Administrator. Ensures that the company policies, procedures, standards and goals are net. Ensures that the highest quality of resident services are met

WORKING HOURS: Hours of work are 80 hours per pay period or as business needs and assigned by the Administrator.

HIPAA MINIMUM NECESSARY: Responsible to adhere to HIPAA MINIMUM NECESSARY guidelines and safeguard protected health information.

WORKING CONDITIONS:

• Works in well-lighted/ventilated areas.
• Sitting/walking/standing during working hours
• Subject to frequent interruptions
• Involved with residents, family members, personnel, prospective residents, visitors, contractors, and people in the community.
• Subject to hostile and emotionally upset residents and family members.
• Willing to work beyond normal working hours when necessary.
• Involved in community/civic matters/projects.

DUTIES AND RESPONSIBILITIES:

Marketing & Admissions:

• Markets apartments to the public through personal contact, written and visual media, entertaining prospective clients, and other avenues as appropriate.
• Responds to inquiries in a timely manner in person or by email, phone, mail, or other appropriate means.
• Maintains model unit and shows available unit to prospective clients.
• Collects appropriate information from prospective residents, including financial and medical information, emergency contacts, etc.
• Maintains waiting list, keeping up to date with information including date placed on list, contact dates and apartments offered.

Financial Responsibilities:

• Assures proper completion of contracts with residents and forwards to White Oak Management.
• Collects and documents payments, makes deposits, and forwards information to White Oak Management.
• Reports any delinquent accounts to Administrator.
• Maintains acceptable census and makes monthly reports to Administrator and White Oak Management regarding occupancy.
• Maintains petty cash account.
• Approves invoices and forwards to White Oak Management as directed by Administrator.
• Works with Administrator in formulating budget.
• Strives to maintain operating budget as set forth.

Physical Plant:

• Coordinates with Maintenance Supervisor apartment renovations, move-ins, and landscaping needs.
• Channels maintenance request slips to maintenance department.
• Checks apartments for wear or misuse.
• Assures that apartment vehicles are properly maintained.
• Makes sure public areas are clean, comfortable, well appointed, and up-to-date for the enjoyment of residents and for excellent presentation to the general public reflecting the White Oak commitment to excellence.
• With Administrator and Maintenance Supervisor, plans for capital projects to improve and maintain physical plant.

Personnel:

• Maintains appropriate levels of staffing per budget, interviewing prospective employees as needed and scheduling.
• Reviews employees work by inspecting apartments, observing, and asking residents about their satisfaction and then evaluates employees after ninety days and annually thereafter.
• In coordination with Staff Development Coordinator and Human Resources Manager, orients and in-services or arranges for in-services for employees.
• Approves time off requests and reviews and approves payroll reports for accuracy working with Human Resources Manager.
• Assures that personnel are employed and available to drive bus requiring CDL license.

Resident Health and Safety:

• Maintains close liaison with Administrator and Director of Nursing regarding both physical and mental health of residents keeping them informed of any changes in residents' functional abilities and health status. Attends daily stand-up meeting to address such issues.
• Works closely with Admission Coordinator and Rehab Coordinator to assist residents with short term or long term needs such as therapy, temporary placement in Assisted Living, Nursing Facility, or Short Term Rehab.
• Appraises Administrator and DON of any accidents or incidents with residents, completing appropriate incident reports and forwarding to DON.
• Makes sure each resident has a personal physician and that health information is updated at least yearly in personal files and alert system.
• Reviews periodically with Administrator and DON appropriateness of level of care of residents, discussing individual needs and how these are being met.
• Ensures emergency alert system is functioning properly and that resident data is up to date.
• Ensures that there is an emergency plan in the event of snow, ice, building damage, lengthy breakdown of power, heating or air conditioning, or other disaster.

Resident Relations:

• Listens attentively to residents, handling any concerns or needs and bringing to the attention of the Administrator major concerns.
• Acts as mediator if necessary for residents who may be in disagreement.
• Assists new residents in becoming acclimated to the White Oak Community by providing appropriate literature about the Community, introducing them to other residents, offering social events/mixers, etc.
• Arranges transportation for residents as needed.
• Plans activities for residents with their input to include frequent opportunities for outings for shopping, dining, cultural and special events.
• Keeps residents informed of events and happenings, assuring that residents receive a monthly Activity Calendar and Newsletter; posts notices in dining rooms or sends letters as needed.
• Coordinates Residents' Council ensuring with Resident Council President that council functions per bylaws and responds to residents' concerns and suggestions promptly.
• Assures in coordination with Dietary Manager that meals are nutritious and appealing to residents.
• Facilitates communication with and among residents by securing residents to act as the Spark Plug in assigned areas.
• Visits with residents in their apartments as time allows.
• Always acts as the gracious host/hostess/concierge, assisting residents and assuring excellent customer service.

Other

• Performs other duties as requested by Administrator.

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