Assistant Property Manager

Job Summary

The Assistant Property Manager at HEARTLAND , a 150-unit senior residential community in Peoria, IL , supports the Property Manager in overseeing daily property operations, leasing activities, and regulatory compliance. This role involves regular interaction with residents, applicants, vendors, RHF corporate teams, and regulatory agencies to help ensure the community operates efficiently and in accordance with applicable requirements, including LIHTC program requirements .

The ideal candidate is highly organized, detail-oriented, and resident-focused, with the ability to manage certifications, leasing activities, and administrative responsibilities in a fast-paced senior housing environment. The successful candidate will demonstrate patience, professionalism, strong communication skills, and compassion when working with residents and applicants.

Key Responsibilities

Daily Operations & Administrative Support

• Answer incoming calls, assist callers, or route detailed messages to the Property Manager or Maintenance team.
• Manage correspondence with residents, staff, vendors, community officials, and investors.
• Coordinate appointments with residents and applicants and gather required documentation.
• Maintain accurate, organized, and compliant resident, applicant, and property files.
• Manage and maintain the applicant waitlist, including scheduling interviews and updating application statuses.
• Process, track, and follow up on maintenance work orders using RealPage OneSite .
• Monitor office supply levels and notify the Property Manager when replenishment is needed.
• Update resident and applicant information in OneSite as required.
• Perform additional administrative duties as assigned.

LIHTC Compliance & Certifications

• Process initial certifications and annual recertifications accurately and on time.
• Verify household income, assets, student status, and program eligibility in accordance with LIHTC regulations .
• Ensure all certification documentation is complete, accurate, and submitted within required deadlines.
• Maintain compliance with Fair Housing regulations, LIHTC guidelines, and FPM policies.
• Assist with preparation for compliance reviews, audits, and inspections.
• Identify and resolve discrepancies to maintain regulatory compliance.

Leasing & Occupancy Management

• Assist with leasing activities, including showing units to prospective residents.
• Process rental applications and ensure completion of required documentation.
• Coordinate move-ins, move-outs, and unit transfers in compliance with LIHTC rules and property policies.
• Maintain accurate occupancy records and support efforts to achieve and sustain full occupancy.

Resident Relations

• Serve as a primary point of contact for residents and applicants.
• Address resident concerns with professionalism, empathy, and discretion.
• Clearly communicate policies, procedures, and community updates.
• Support positive resident engagement and a respectful community environment.

Financial Support

• Assist with rent collection, posting payments, and issuing receipts.
• Track delinquencies and prepare late notices as directed.
• Support the Property Manager in resolving financial discrepancies.

Team & Vendor Coordination

• Support on-site staff to ensure smooth daily operations.
• Coordinate with vendors for maintenance and services, ensuring timely completion.
• Communicate operational updates or issues promptly to the Property Manager.

Qualifications

Education & Experience

• Minimum of 2 years of office or administrative experience required.
• Property management or LIHTC experience strongly preferred .
• Experience working in affordable or senior housing environments is a plus.
• Proficiency in Microsoft Word, Excel, and RealPage OneSite preferred.

Skills & Competencies

• Strong organizational skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills .
• Detail-oriented with a strong focus on compliance and accuracy.
• Ability to work independently and as part of a team.
• Demonstrated customer service skills with empathy and professionalism.
• Ability to thrive in a fast-paced, deadline-driven environment.

Work Environment

• Ability to meet critical deadlines and manage multiple responsibilities.
• Frequent interaction with residents, staff, and external partners.
• Flexibility to adapt to changing operational and compliance needs.

Compensation

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required.

The role is considered non-exempt and may be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $21.00-$21.00 per hour.

Benefits:

• Competitive pay
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement savings plan
• Employee assistance and more
• Term life and Voluntary supplemental life insurance

Why RHF?

At RHF, we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive, regardless of age or background. With over 50 years of experience in providing affordable housing and supportive services, RHF is a mission-driven organization that focuses on the well-being, independence, and dignity of every resident we serve. We offer a collaborative and supportive work environment, opportunities for professional growth, and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve lives—because at RHF, we believe in making every day better for those who need it most.