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Assistant Property Manager

Position Summary

The Assistant Property Manager will support daily operations of the properties including leasing, billing, and compliance. This position is responsible for collecting rent deposits, completing move-in certifications, annual recertifications, and lease renewals. The Assistant Property Manager with work with and learn from the Property Manager and support daily operations in their absence.

Essential Functions

Operations:

Supports day-to-day operations of assigned properties.

Responsible for leasing activities, such as move-in certifications, annual recertification, and lease renewals.

Prepares new leases and secures tenant signatures. Prepares re-certifications, lease renewals, interim adjustments, and other documents.

Monitors leasing/renewal/recertification activities through Yardi software system.

Manages renewal and annual recertification process for residents and documents reasons for non-renewals.

Certifies and conducts interviews with potential tenants from a waitlist of candidates.

Maintains compliance with all funding and agency requirements by collecting proper documentation.

Assists with inspections as to condition prior to leasing to ensure that units are being maintained according to tax credit required housing quality standards.

Ensures maintenance repairs are handled satisfactorily by contacting residents with completed service requests on a weekly basis.

Assists with ensuring residents adhere to the lease rules and regulations and assists with issuing lease violations as necessary.

Keeps legible records on each individual client. Documents and reports all issues to supervisor.

Recommends cases of non-compliance to Property Manager and provides support in proceedings as necessary.

Receives and responds to tenant or applicant inquiries by phone, email, or in-person visit.

Assists and documents residents’ complaints associated with property issues.

Resolves problems as able and escalates issues to the Property Manager as necessary.

Supports marketing efforts to prospective residents to ensure occupancy goals.

Responds to emails throughout the day.

Financial:

Ensures compliance with annual requirements for documentation of income and asset certification.

Assists residents with move-in procedures including documentation, policies, and procedures.

Monitors accounts receivable, following up with tenants to resolve delinquency issues as needed.

Reviews delinquency report and sends notices for nonpayment of rent and other violations.

Processes all invoices, and the coordination of rent collection activities.

Processes accounts payable including validating invoices, coding transactions, posting to the accounting system, and submitting for approval.

Supports Property Manager with initiatives to maximize income and control costs for each property.

Other Duties

Assists with eviction process as needed.

Assists with inspecting units upon vacancy and documenting inspection results to determine deposit refund as needed.

Assists with hosting resident meetings to provide information regarding community resources such as HOME seminars, health fairs, and financial counseling.

Attends trainings, reads appropriate publications, and confers with others in this field to stay knowledgeable of the changing federal regulations and policies.

Works closely and professionally with other public agencies and organizations that may be available for the betterment of the residents.

Demonstrates respect and regard for the dignity of all residents, families, visitors, vendors, and fellow employees to ensure a professional, responsible and courteous environment.

Communicates effectively with internal and external customers with respect to differences in cultures, values, beliefs, and ages, utilizing interpreters when needed.

Completes other duties as assigned.

Education and Experience

High school diploma or equivalent preferred.

1 year of experience in the property management field with property leasing and resident services experience a plus.

Customer service experience such as retail or hospitality desired.

Experience or familiarity with local, state, and federal service programs a plus.

Sales experience is a plus.

Experience using Yardi software system is a plus.

Knowledge, Skills, and Abilities - Include All but the one

Must demonstrate ability to review and process information to determine what it means, how it fits together and how to respond to it.

Strong written and verbal communication skills which demonstrate the ability to interpret, clarify, and advise on program objectives and tasks.

Excellent customer service and interpersonal skills to interact with prospective and current tenants.

Attention to detail to ensure applications are accurate and tenant issues and questions are adequately addressed.

Strong problem-solving skills to find effective solutions for a variety of issues.

Working knowledge of Microsoft Office suite of products, including Outlook, basic Excel, Word, Publisher, and PowerPoint required.

Physical Demands and Work Environment - Include All

Flexible work hours including after-hours response in the case of an emergency.

Work includes both inside and outside environments.

Must be able to work in various elements.

Driving is routinely required for positions with multiple sites.

Ability to walk property/properties.

Must be able to sit and stand for extended periods.

Must be able to lift 15-20 pounds.

Exposure to diverse communities including low-income neighborhoods.

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.

Transportation Requirement

Position requires automobile, driver’s license and insurance.

Last Updated: December 2022, Approved: Jan. 2023

Replaces: N1PA-PM, Property Assistant