ASSISTANT PROPERTY MANAGER

Job Description

Job Description

Description:

SUMMARY:

The Assistant Property Manager is responsible for assisting the Property Manager with the routine operation of the mixed finance portfolio property. The purpose of this position is to provide the additional capacity needed to manage the property effectively. The Assistant Manager reports to the Property Manager and works with all site staff. This is a fulltime hourly position which may require some travel with regular hours of work for a 35-hour work week, Monday –Friday 9:00 am to 5:00 pm. Evening and weekend work may be required as job duties demand.

ESSENTIAL FUNCTIONS:

1. Administrative

• Assists the Property Manager with the daily operations of the management office(s).
• Responsible for ensuring that the reporting calendar is followed, and that all reports are run on time.
• Utilizes the property management software to produce the company's required reports, and other automated systems to generate Invoice Cover Sheets, work orders, and file copies of material to be saved.
• Utilizes the property management software to correct resident records including but not limited to rent payment, work orders and resident files.
• Works with the Compliance Department to review potential residents and provides them to the Property Manager, and tracks all follow up documents (e.g., acceptance form, move-in inspections).
• Works collaboratively with the Compliance Department to ensure that residents of the developments meet Low Income Housing Tax Credit, Section 8 PBV requirements.
• Assists the Property Manager with inspections of units to assure compliance with Housing Quality Standards and Uniform Physical Conditions Standards.
• Prepares leases for applicants and provides applicants with other material which will orient them to the property.
• Tracks evictions by maintaining contact with the company's local attorney after the Property Manager has issued his\her eviction notice.

2. Financial

• Works with the Property Manager to prepare the mid-month collection report to determine rent collections from residents as of the eleventh of each month.
• Tracks any rent not collected for thirty, sixty, ninety or more days with the reason for each such situation.
• Assist the Property Manager with processing, following through on, and consummating special collections (e.g., claims against residents), and/or filing Special Claims or Vacancy Claims where applicable.
• Assists the Property Manager with working with vendors concerning outstanding bills, including researching invoices to determine if checks have been sent to the vendors, when they are planned to be sent, or if invoices have to be resubmitted to the Finance Department.

3. Maintenance

• Assists the Property Manager as needed with maintenance functions, such as: ensuring that all property and grounds are maintained according to company policy, ensuring that all maintenance reporting requirements are satisfied, including writing work orders, closing work orders, quality control of work completed as needed and preparing the Work Order Summary each Monday.

4. Marketing

• Responds to resident issues and complaints in the absence of the Property Manager and informs the Property Manager of the existence and status of all such issues.
• Assists the Property Manager as needed with marketing functions, such as: the maintenance of comparability studies and the completion and submission of marketing reports and implementation of the property's Resident Retention Program.
• Participation of the Lease and Renewal Programs.

5. Other

• Performs special assignments as needed or as requested by the Property Manager or Portfolio Director.
• Performs all other duties as assigned.
• Responsible for representing himself\herself and the property in a professional manner with all residents, employees, and vendors, including both oral and written communication. Always presents a professional image of himself\herself.
• Responsible for working with the Property Manager and all other site personnel in an effective, productive manner. ager with reporting vacancy/occupancy rates to maintain an occupancy rate of 95% or above.

KNOWLEDGE, SKILLS, ABILITIES:

1. Proficient knowledge of Low-Income Housing Tax Credit Program (LIHTC), HUD, and/or Public Housing program.
2. Must possess a high level of organizational skills and attention to detail.
3. Must have the ability to multi-task.
4. Proficient knowledge of Microsoft Office Suite and Elite or similar software.
5. Proficient knowledge of basic safety practices and procedures.
6. Excellent verbal and written communication skills.
7. Ability to be tactful and courteous in all interactions.
8. Ability to work as a critical member of a team that is committed to empowering stronger communities.
9. Ability to work on-call or during emergencies if required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Must be able to remain at a desk for a period of up to 8 hours.
• Regularly works a 35-hour workweek.
• Travel between locations may occasionally be required.
• Fast-paced working environment.

EDUCATION AND EXPERIENCE:

• High School Diploma or Equivalent required and at least two (2) years of related experience preferred.
• Valid Driver’s License and/or reliable transportation required.