Assistant Property Manager

Job Description

Job Description

5812 Investment Group LLC

Assistant Property Manager

FUNCTION: Responsible for assisting the Property Manager with the overall operations and success of the community. Perform duties related to leasing, resident relations, marketing, collections, and accounts payable. Perform all daily functions of the Property Manager in his or her absence.

REPORTS TO: Property Manager

WORK HOURS: This is a salaried exempt position that may require more than 40 hours per week, including the possibility of evening and weekend time.

RESPONSIBILITES: Employee is expected to conduct all business in accordance with Company policies and procedures, all published handbooks, Fair Housing laws (both Federal and local), the Americans with Disabilities Act, the Fair Credit Reporting Act, the National Labor Relations Act, and all other laws pertaining to the multi-family industry.? Specific responsibilities and duties include, but are not limited to:

Financial

1. Complete the property administrative operations (A/P, evictions, collections, billing, data management and month-end close out procedures).

1. Maintain accurate resident records. Update on a daily basis all rents, deposits, and application fees received. Issue appropriate notices when necessary (e.g., late notices, evictions notices, returned check notices).

1. Handle recordkeeping and reporting responsibility on a daily, weekly, and monthly basis.

1. Promptly post, scan and deposit all monies received and report deposits to the corporate office as required by company policy.

1. Minimize delinquency losses by promptly performing all collection procedures (e.g., late notices, court filings, eviction proceedings, judgments, writs and liens, and collection agency transfers). Perform utility cut-offs (if applicable) and landlord liens as permitted by local law on delinquent rents.

1. Assist community director with vendor relations, including selection and performance criteria, contract/service compliance, work scheduling, billing timeliness and accuracy, and insurance compliance.

1. Assist with processing invoices and utility bills for payment and monitor expenses.

1. Assist in creating, monitoring and reviewing resident manager schedules and calendars.

1. Monitor inventory of and place orders for office supplies.

1. Willing and able to appear in court for legal proceedings when necessary.

Staff Management

1. Assist with staff management responsibilities to include supervising, training, and development.

1. Assist with review of Resident Manager schedules, WASR, service request logs and other activity tracking tools to ensure high staff productivity.

1. Willing and able to respond to on-site emergencies when the Community Director is unavailable or when requested to do so.

1. Assist with interviewing and selection of prospective employees.

Administrative/Office

1. Handle resident activities and resident complaints.

1. Draft, update and maintain Monday Morning Report and other administrative reports.

1. Process applications and lease renewals. This includes greeting prospective residents and showing apartments.

1. Assist new residents during the move-in process when necessary.

1. Handle administrative functions, to include clerical and reception responsibilities.

1. Work with the maintenance/service team to handle service requests, apartment turnovers, including make-ready board updates, and ensure apartments are prepared for move-ins and apartments are reconditioned in a timely manner after move-outs.

Customer Service

1. Maintain positive customer service attitude.

1. Periodically inspect units with residents or staff members during move-in/move-out.

1. Review notices to vacate to determine cause of move-out.

1. Maintain high level of resident communication (e.g., complaints, service requests, etc.)

1. Ensure customer service standards are being met to ensure maximum resident satisfaction and retention.

1. Assist with review of market surveys and shop competition and be aware of local market conditions.

General

1. Perform any additional duties assigned by the Community Director.

QUALIFICATIONS:

1. One (1) year of previous experience in multi-family property management is preferred.

1. Strong initiative and solid leadership potential. Volunteers regularly. Undertakes self-development activities. Seeks increased responsibility. Takes independent actions and calculated risks. Asks for and offers help when needed.

1. Competent Crisis Management skills – Ability to “think on one’s feet” by making wise and rapid decisions independently in response to a crisis situation, especially from the moment it first occurs to the point recovery procedures start. While operating in a tense or emotionally charged environment, calmly initiates appropriate actions (even beyond guidelines) that mitigate the safety, financial and reputational impact of the crisis.

1. Must be project oriented with the ability to handle multiple tasks and meet deadlines.

1. Good customer service skills. Manage difficult or emotional customer situations. Respond promptly to customer needs. Solicit customer feedback to improve service. Respond to requests for service and assistance. Meet commitments.

1. Strong communication (oral and written), critical thinking and analytical ability required.

1. Oral – Speaks English clearly and persuasively in positive or negative situations. Listens and asks for clarification. Responds well to questions. Participates in meetings.

1. Written – Writes English clearly and informatively. Edits work for spelling and grammar. Presents numerical data effectively. Able to read and interpret written information.

1. Good planning/organizational skills. Ability to prioritize and plan work activities. Use time efficiently. Plan for additional resources. Set goals and objectives. Develop realistic action plans.

1. Good interpersonal skills. Ability to focus on solving conflict, not blaming. Maintain confidentiality. Listen to others without interrupting. Keep emotions under control. Remain open to others’ ideas. Willing to try new things.

1. Excellent teamwork skills. Ability to balance team and individual responsibilities. Exhibit objectivity and openness to others’ views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Supports everyone’s efforts to succeed.

1. Excellent attendance/punctuality. Must be consistently at work and on time. Ensure work responsibilities are covered when absent. Arrive at meetings and appointments on time.

1. Excellent dependability. Must be able to follow instructions and respond to management direction. Able to take responsibility for own actions. Keep commitments. Complete tasks on time or notify appropriate person with an alternate plan.

1. Commitment to diversity. Demonstrate knowledge of EEO policy. Show respect and sensitivity for cultural differences. Promote a harassment-free environment.

1. Strong administrative skills, including proficiency with Microsoft Office products and keyboarding skills.

1. Previous experience with OneSite preferred.

1. Must have reliable transportation as necessary to safely and effectively carry out the responsibilities listed above.

1. Ability to pass background and drug screenings.

1. High school diploma or equivalent required.

PHYSICAL REQUIREMENTS:

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 40% of time is spent on feet and 60% sitting at desk.

• Have occasional need (33% to 66% of the time) to perform the following physical activities:

• Bend/Stoop/Squat Pick up litter, filing

• Climb Stairs Inspect and show property

• Push or Pull Inspect and show property, open and close doors

• Reach Above Shoulder Inspect property, store/retrieve supplies

• Have frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting and presenting property.

• Constant need (66% to 100% of time) to perform the following physical activities:

• Writing/Typing Corporate, resident communications

• Grasping/Turning Telephone, doorknob use

• Finger Dexterity Operation of office equipment

• Lifting/Carrying (paperwork, deliveries, files, miscellaneous):

• Over 25 lbs. Rare need (less than 1% of the time)

• 20 lbs. - 25 lbs. Occasional need (1% to 33% of the time)

• Less than 20 lbs. Frequent need (33% to 66% of the time)

• Under 10 lbs. Constant need (66% to 100% of the time)

VISION REQUIREMENTS:

• Constant need (66% to 100% of the time) to complete forms, read and review reports and a wide variety of correspondence, view computer screen. Frequent need to see small detail.

• Frequent need (33% to 66% of the time) to see things clearly beyond arm's reach (inspecting community, neighborhood surveys).

• Must be able to determine colors properly because of decorating, design, paint colors, etc.

HEARING REQUIREMENTS:

• Constant need (66% to 100% of the time) to communicate over telephone and in person with property owners, corporate and resident management, vendors, and residents.

SPEAKING REQUIREMENTS:

• Constant need (66% to 100% of the time) to communicate over telephone and in person.

DRIVING REQUIREMENTS:

• Moderate need (20% to 25% of the time) to inspect apartment community and surrounding neighborhood, make trips to the bank and other local businesses.

• Must have reliable transportation as necessary to safely and effectively carry out the responsibilities listed above.

WORKING ENVIRONMENT:

• Indoors (66% to 100% of the time); outdoors, all conditions (33% to 66% of the time).

• Occasional exposure to caustics, solvents, oils, fumes, flammables, pesticides, etc. (less than 10%).

REASONING DEVELOPMENT:

• HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, and draw valid conclusions and initiate appropriate course of action. Must effectively convey ideas, images and goals to a diverse group of personalities.