Assistant Manager

Property Manager Assistant

Assisting the manager in coordinating people, activities and available resources in order to maximize the successful operation of the property. Assist the manager in ensuring the operations of the property complies with the policies and procedures, Fair Housing and other applicable laws and regulations governing our operations.

Duties, Skills and Responsibilities:

• Assist manager in all core business processes, including leasing, resident relations, marketing, maintenance, adhering to city and/or affordable program requirements, budgeting, accounts receivable, accounts payable, vendor relations.
• Generate and maximize property income.
• Accurate and on-time submission of all reports.
• Monitor, supervise and direct entire property team in absence of manager.
• Adhere to all federal, state and local employment law as well as and all processes, policies and procedures.
• Ensure compliance with all Affordable Programs regulations and/or other federal, state and local requirements applicable to property.
• Strong skills in OneSite, EIV and TRACS program are essential.
• Maintain proper records for all applicable programs to site.
• Must be able to read, write and communicate effectively.
• Ability to interact professionally with residents, vendors, contractors and clients.
• Mathematical skills are required.
• Proficiency in using property management software(s) used by the Company, as well as Microsoft Office (Word, Excel and PowerPoint) in order to complete required reports and employment documents.
• Must have basic knowledge of Fair Housing Laws, OSHA Requirements, EEOC Laws, and Local, City and State Ordinances.
• Ensures office is opened on schedule and that office and model apartments are maintained in a clean condition.
• Performs light housekeeping as necessary.
• Physically walks and inspects property as required by city and or affordable program regulations and/or requirement.
• Completes move-out inspections and process per policies and/or program requirements.
• Utilizes the market information to make strategic decisions for the success of the property.
• Must be able to fully and properly utilize OneSite in order to ensure accuracy of data entered.
• Must be able to make bank deposits and/or other operational requirements.
• Welcomes and shows prospective residents the property utilizing Company leasing techniques and expectations.
• Demonstrates leasing techniques to the leasing office team and communicates expectations.
• Answers incoming phone calls professionally and handle accordingly, whether the caller is a prospective resident, a resident, an internal Company team member, or a vendor.
• Attend on-site safety meetings to discuss relevant policies and procedures and other relevant safety topics.
• Maintain required logs.
• Adhere to policy and procedure changes.
• Identifies existing and potential barriers to the successful accomplishment of property and share with supervisor.
• Host/Attend regular community team meetings to communicate goals, progress toward goals and expectations and identifies actions to achieve objectives.
• Leads by example for community team members in the areas of resident communication, leasing, and telephone techniques.
• Takes a hands-on approach to any necessary duties to ensure the job is completed.
• Strives to meet resident needs and create win/win situations.
• Follows through on resident problems to satisfactory resolution and communicate problems to supervisor.
• Assist manager with on-site new team member orientation for all new team members.
• Maintains an awareness of training resources available and adhere to training requirements.
• Upholds high standards of honesty for self and team members.
• Maintains relationships with residents, associates and vendors on a professional level at all times.
• Performs other related duties as assigned by management.

Qualifications/Other Aspects of Job:

• Must have 1 to 2 years of experience in HUD / Project Base Section 8 multi-family property management.
• Ability to clearly and effectively communicate both verbally and in writing.
• Have a positive attitude and keep a solution-based and customer-focused mindset at all times.
• Proven employment history of property management, sales, marketing and customer service background sufficient to manage the day-to-day operations.
• Maintain high legal/ethical standards in all work-related decisions.
• Take pride in quality of work and attention to detail.
• Must have reliable transportation.
• Professional in-person and phone presence and etiquette.
• Capacity to work with little supervision using effective time management and organizational skills.
• Complete tasks and projects within deadlines.
• Partner with team to resolve issues and highlight opportunities.
• Capable of working in a team environment and maintaining effective and respectful working relationships with fellow employees, suppliers, and vendors.
• May be required to assist in special projects or activities designated by company. This may include due diligence, property acquisition/disposition, assisting at other properties, serving on or participating in company sponsored or sanctioned committees, organizations, functions, etc.
• Follow the Company's confidentiality policy and ensure that the operations, activities and business affairs of the Company and clients are kept confidential.
• Function as a member of the Property Emergency Team to assist with hazardous weather problems, fires, floods, freezes, etc.

Competencies:

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others.

Works with integrity and ethically; Upholds organizational values.

• Professionalism - Approaches others in a tactful manner; Reacts well under pressure.

Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions; Follows through on commitments.

• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Physical Demands and Work Environment:

• Continually required to stand
• Continually required to walk
• Frequently required to sit
• Continually required to utilize hand and finger dexterity
• Continually required to climb, balance, bend, stoop, kneel
• Continually required to talk or hear
• Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard
• Occasionally required to lift/push/carry items less than 25 pounds
• Occasionally work near moving mechanical parts
• Frequently exposure to outside weather conditions as a result of required job duties
• Occasionally required to lift with hands and arms above your head

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.