Assistant Property Manager

Job Description

Job Description

Position Summary:  The Assistant Property Manager is responsible for the efficient operation of assigned property under the direction of Property Manager. Performs and/or manages tasks associated with the operation of the property including leasing, collections, resident services and maintenance. The Assistant Property Manager will ensure a high level of professionalism and foster positive relationships with residents and clients. This role includes supervisory and management responsibilities. 

Essential Duties and Responsibilities: 

• Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence. 
• Demonstrate and ensure staff maintain professional level of personal appearance and provide excellent customer service to all residents, guests, and vendors.

FINANCIAL RESPONSIBILITIES:

• Oversee and support Property Manager with aspects of annual budgets preparation and monthly financial reports.
• Responsible for completing incident reports timely and submitting reports to Property Manager
• Responsible for preparation of rent bank deposits.
• Ensure Certificates of Insurance for residents and vendors are up to date 
• Ensure that above standard resident bill-backs for electrical usage, court fees, late fees, and other similar charges are processed in a timely manner.
• Responsible monthly court filings and dismissals.
• Attending court proceedings, court cases, and trials for current and past residents.
• Oversee and assist with Leasing and Maintenance on resident move-ins and move-outs process: bad debt write-offs, photos, refunds, and SODAs within 45 days. 
• Responsible and oversee the accuracy of resident information within the database to ensure information is current and up to date.
• Update and maintain office procedures in the property Operation’s Procedure Manual under direction of manager. 
• Responsible for aging report process, follow up on all delinquencies and ensure that all charges and notes are added accordingly to the accounts.
• Create and provide monthly reporting as assigned by Property Management
• Ensure purchase orders are created and processed for any supplies or work orders in accordance to the purchase order policies/procedures.
• Responsible for assessing and completing for 10-days notices for court filings and mailings. 
• Ensure compliance with lease terms and conditions, assist in the preparation of evictions process, and schedule dates with constable.
• Responsible for completing the move-out process, assessing charges/damages with the 45-day timeframe. 
• Assist in the preparation of legal files for current and past residents.
• Responsible for coordination of payments through various third-party rent assistance programs.

LEASING/MARKETING:

• Oversee and assist in lease administration activities: lead generation, touring, approve/deny applications, abstracting leases, and keeping our database current 
• Understands property market areas, including what the competition is and where properties fit with competitors, and understands property manager areas as to rental rates, concession programs, profiles, qualifying standards, and marketing strategies. 
• Creation of lease renewal/leases for signature.
• Responsible for reviewing all application for accuracy and approval/denial process of the application.
• Understanding of lease security deposit options via Jetty and Rhino

MAINTENANCE:

• Responsible for leading regular inspections of properties with janitorial and landscape providers and 
  any other service provider as directed by the Property Manager.
• Participates in performance oversight of all service contractors who perform contract services.
• Manage the evictions process and collaborate with Maintenance team to ensure proper eviction is being followed.
• Oversee maintenance work orders and purchase order systems
• Assist with bid proposals, service contracts, and new vendor setup forms

PERSONNEL:

• Ensure all employees are aware and complete all annual compliance, continuing education, and any other assigned company training.
• Ensure that all team members are educated and are following all local and state laws.
• Participating in the hiring process for all property/site staff members

RESIDENT RELATIONS:

• Oversee aspects of creating and updating of a comprehensive Resident Service Package, including resident handbooks, resident anniversaries, holiday gifts, park events, quarterly newsletters, and training meetings or programs for residents

SAFETY/RISK MANAGEMENT:

• Ensure appropriate risk management practices are in place, operational, and effective for the safety of residents, employees, and vendors.
• Ensure proper response and handling of all community emergencies through property managers and staff, with regards to residents, buildings, common areas, etc. to help minimize liabilities and risk.

GENERAL:

• Delegates projects and tasks effectively.
• Attend all meetings and training as required.
• Assists in due diligence and takeover of new properties.
• Travel is required for this position to other Hirschfeld Properties as needed.
• Participation is required at all resident events.
• Performs other related duties as assigned. 

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma/GED equivalent; Bachelor’s Degree preferred 
• Minimum 3 years of multi-family property management or related experience 
• Demonstrated ability to multi-task and follow through on tasks and responsibilities
• Excellent time management and problem-solving skills. 
• Ability to effectively communicate with residents in a calm and respectful manner
• Proficiency in Microsoft Office Suite 
• Demonstrates initiative and reflects a sense of urgency in daily duties 

BENEFITS PACKAGE:

• 401(k) and matching program
• Health insurance (medical, dental, and vision)
• Employee Assistance Program (EAP) available upon hire date
• Life insurance for full-time employees
• Paid time off - vacation, sick, and floating holidays
• Referral program
• Employee discount
• Performance-based discretionary bonus

Hirschfeld Management, Inc. & Hirschfeld Properties LLC are an Equal Opportunity Employer.