Assistant Property Manager

Job Description

Job Description

Description:

SUMMARY

Under supervision of the Property Manager, the Assistant Property Manager assists with the management of a residential apartment community. This position is responsible for leasing vacant apartments, completing recertifications, conducting inspections, and sending tenant notices. The community may have a mix of market rate / workforce units, Low Income Tax Credit LIHTC) units and/or Project Based Rental Assistance. All work must comply with company policies, laws and regulations. This position operates within and contributes to an environment in compliance with Fair Housing laws and Equal Employment Opportunity.

All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

SUPERVISORY RESPONSIBILITIES

The Assistant Property Manager is a non-supervisory classification. In the absence of the Property Manager, the Assistant Property Manager may supervise site staff. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. 

• Provides excellent customer service to internal and external customers.
• Reviews and updates waiting list to maintain an active applicant pool in an effort to minimize vacancy loss in accordance with related regulations.
• Leases apartments and ensuring a smooth resident move-in and lease signing. Conducts lease signing meetings to ensure consistency with communicating resident responsibilities with emphasis on items highlighted on the lease. Pre-leases vacant units to minimize vacancy loss. 
• Organizes and maintains resident files per established file format and resolves discrepancies upon generated EIV reports.
• Finalizes certifications and obtains signatures related to annual, interim, gross rent, unit transfer, termination, initial and move-outs in accordance with program rules. 
• Processes documents and correspondence related to determination of rent changes between re-examination periods. 
• Takes appropriate and timely action to resolve resident concerns, answer questions, and respond to requests.
• Conducts property inspections and takes appropriate actions to ensure that the physical aspects of the property, grounds, buildings, and amenities meet standards for safety, cleanliness, general appearance and appeal. Conducts move-out inspections to assist maintenance staff in meeting unit turn goals and 
• Assists with digital and print marketing activities to attract new residents.
• Addresses routine resident concerns and works with Regulatory and Compliance on Fair Housing Requirements. 
• Works with Regulatory and Compliance staff to implement competitive rent standards and rent rates to maximize occupancy and net operating income on market rate units and ensure that LIHTC rents follow State and Federal requirements.
• Prepares regular and special reports for the Property Manager.
• Recommends budgeted and emergency contractor services. 
• Follows approved processes and procedures and makes recommendations for improvements.
• Visits residents who are not complying with lease terms and assists them in become compliant. 
• Refers residents to community social service agencies and guides them to resources to help with self-sufficiency goals as appropriate. 
• Develops and strengthens relationships with community agencies, public organizations, law enforcement, local, state, and federal governments, social services agencies, etc. to improve services available to residents. 
• Maintains off-duty availability via KCDC-provided cell phone.
• Must be available to work a modified weekly schedule and Saturdays as scheduled.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of and ability to apply residential property management principles, methods, and practices.
• Knowledge of housing programs such as low-income public housing, project based rental assistance, tax credits, and market rate. 
• Knowledge of the principles and practices for effectively marketing residential apartments.
• Knowledge of policies and procedures, federal and state laws and regulations related to property management. 
• Knowledge of REAC standards and the methods, techniques, and practices of building maintenance and repair. 
• Knowledge of how to conduct unit, site, and common area inspections in accordance with HUD requirements.  
• Knowledge of human behavior and social interaction as they relate to resident issues. 
• Proficient in the use of MS Office Suite (Outlook, Excel, Word and PowerPoint), property management software, and human resources information systems.
• Ability to effectively communicate in written and spoken forms.
• Ability to provide excellent service to internal and external customers such as providing accurate and timely responses to questions in a professional manner. 
• Ability to read and understand contracts, laws, and regulations related to property management.
• Ability to prepare and present clear and accurate reports to diverse audiences. 
• Ability to establish and maintain effective working relationships with superiors, subordinate employees, representatives of social agencies and civic groups, law enforcement officials, residents, and the general public. 
• Ability to prepare clear and accurate reports. 
• Ability to speak and understand Spanish, is desired.

BEHAVIORAL COMPETENCIES

This position requires the incumbent to exhibit the following behavioral skills:

Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.

EDUCATION AND EXPERIENCE

Bachelor's Degree in business administration, public administration, social services, or related field and a minimum of two (2) years of experience in residential property management. An equivalent combination of education and experience may be considered.

Proficient in Microsoft Office Suite of applications and skill in the use of property management systems (Yardi highly desired).

Preference may be given to applicants who hold relevant industry certifications, have experience managing PBRA/tax credit propertied, and/or fluent in another language (Spanish highly desired). 

CERTIFICATES, LICENSES, AND REGISTRATIONS

Tennessee driver's license and ability to be insured under the Authority’s policy.

CPO, COS, or Bended Occupancy Specialist Certification must be obtained within a year of service.

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.

To perform this job successfully, the employee is required to remain in a stationary position and walk around property grounds and buildings to inspect and manage the property. Daily movements include sitting; standing; reaching and grasping; moving about the properties; and attending onsite meetings and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must regularly transport up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position works at a residential apartment community. Duties are performed inside and outside exposing the employee to a range in temperatures and weather conditions. The noise level may be loud and the environment may be more hazardous than a standard office environment. This position may be required to work with external contractors.