PROPERTY MANAGEMENT SPECIALIST

Property Management Assistant

Scope: This position is responsible for performing functions necessary to ensure the proper and efficient operation of a property management office.

Essential Duties and Responsibilities:

• Assist in leasing apartments. Prepare packets of information for prospective customers. Show the apartment, emphasizing amenities, services available in the community, schools, churches, etc. Work closely with prospective clients to lease the unit. Review the terms and conditions of the lease, calculate security deposits/prorata rents, review procedures for garbage collection, etc. with each new move-in. Perform move-in inspections in the units, and process work orders as needed. (Ultimately signs lease and explain all rules and regulations to residents and securing signatures in all necessary documents).
• Conduct unit inspections. Perform inspections prior to move-ins, after move-outs, 90 days after move-ins and annual HQS (Housing Quality Standards) inspections on all units. Check apartments for maintenance needs and for damages beyond normal wear and tear. Itemize maintenance needs and process requests for work orders as a result of all inspections. Complete inspection sheet and retains in the tenant file. Recommend maintenance charges, as appropriate. Performs special follow-up inspections as needed. Inspect resident's housekeeping and refers residents to housekeeping class as deemed appropriate.
• Routinely walk or drive the grounds of the property and/or common areas. Speak to residents or issue lease violation notices concerning trash, broken windows and screens and other issues, which detract from the curb appeal of the property. Follow up if items are not addressed timely or in the case of repeat lease violations. Refer the resident to management for possible legal action.
• Greet residents coming into the property management office. Explain management policies and rules in an understandable manner. Answer questions and work to resolve resident complaints whenever possible. Assist residents with completing forms, requests for keys, lock changes, problems with neighbors.
• Submit proper paperwork to set up excess utility billings and charges to residents as needed and credits to accounts. Check rent roll to confirm accuracy of payment amounts prior to accepting any rent payments. Arrange repayment plans for maintenance charge, retro active rent charges.
• Set up and maintain confidential files for each household. Assist in compiling information for monthly management reports, and assist in maintaining statistical data. Review vacancy reports every day to stay abreast of available units, verify accuracy of report, process necessary corrections.
• Gather appropriate data to process interim re-examinations for residents reporting changes of family composition and/or income status.
• Type miscellaneous correspondence and memoranda. This may include verifying residency for landlords or financial institutions, generating letters to residents.
• Maintain forms and office supplies.
• Perform additional duties as assigned.

Qualifications:

• Type at least 35 wpm after errors are deleted.
• Basic knowledge in word processing applications (Microsoft Word, Excel, and Groupwise).
• Proficient in basic business math (addition, subtraction, multiplication, division and calculation of fractions and percentages).
• Demonstrated strong telephone skills, as well as a working knowledge of standard office procedures.
• Enjoys working with the public and must possess strong customer service skills.
• Ability to work in a fast-paced environment and prioritize multiple tasks.
• Demonstrated ability to communicate effectively.

Education/Experience/Certifications:

• A high school diploma or equivalent knowledge is required.
• Candidate must take and pass the Property Management Specialist I exam during their probationary period.

Preferred Qualifications:

• Must understand and be able to explain to others the terms and conditions of the lease, criteria for admission into the public housing program as well as other property rules and regulations.