Assistant Community Manager

Job Description

Job Description

Assistant Community Manager

Position Title: Assistant Community Manager
Reports To: Community Manager

Work Arrangement: On-site. Regular, in-person attendance at the employee’s assigned community, office, or other designated Company location is an essential function of this position. This position is not eligible for a remote or hybrid work arrangement, except where otherwise required by applicable law or approved by the Company as a reasonable accommodation.

Position Summary

The Assistant Community Manager supports the Community Manager in the daily operations of a market-rate multifamily community. This position plays a key role in maximizing occupancy, increasing revenue, maintaining resident satisfaction, and ensuring operational excellence.

The Assistant Community Manager is responsible for leasing, resident relations, collections, marketing, outreach, financial administration, and administrative operations. This position works closely with the Community Manager to achieve community goals while ensuring exceptional customer service.

When a Leasing Consultant is not assigned to the community, the Assistant Community Manager assumes full responsibility for all leasing functions. When a Leasing Consultant is on staff, the Assistant Community Manager provides leadership, training, support, and leasing assistance to ensure occupancy goals are achieved.

In the absence of the Community Manager, this position serves as the acting manager and is responsible for maintaining daily operations.

Essential Responsibilities

Leasing & Occupancy Management

Support the achievement of occupancy, leasing, and revenue goals through exceptional sales and customer service.

When No Leasing Consultant is Assigned:

• Perform all leasing responsibilities for the community.
• Answer telephone, email, internet, and walk-in inquiries.
• Conduct professional community and apartment tours.
• Present apartment homes, amenities, pricing, and lease terms using effective sales techniques.
• Process rental applications and complete screening requirements.
• Prepare lease documents and coordinate move-ins.
• Conduct move-in orientations.
• Complete lease renewals and resident transfers.
• Maintain leasing traffic and prospect records.
• Perform daily prospect follow-up to maximize lease conversions.

When a Leasing Consultant is Assigned:

• Support leasing efforts to meet occupancy goals.
• Assist with tours during high traffic periods.
• Provide weekend and vacation leasing coverage.
• Review leasing activity and prospect follow-up.
• Coach Leasing Consultants on sales techniques and customer service.
• Assist with lease renewals and resident retention initiatives.

General Leasing Responsibilities

• Maintain accurate prospect information within the property management system.
• Monitor lease expiration reports.
• Assist with pricing recommendations and occupancy strategies.
• Ensure all leasing activities comply with Fair Housing regulations and company policies.
• Monitor daily leasing traffic and conversion ratios.
• Participate in resident retention initiatives.

Marketing & Outreach

Promote the community through creative marketing and outreach initiatives.

Responsibilities include:

• Maintain the community's Facebook and Instagram pages.
• Create engaging social media content consistent with River View Residential branding.
• Respond appropriately to online reviews.
• Coordinate outreach marketing to local businesses, employers, schools, and community organizations.
• Develop referral marketing initiatives.
• Maintain marketing displays and leasing collateral.
• Assist with advertising campaigns.
• Track lead sources and marketing effectiveness.
• Coordinate with the Corporate Marketing Department on promotional campaigns.

Resident Relations & Community Engagement

Provide exceptional customer service while creating a positive resident experience.

Responsibilities include:

• Respond promptly and professionally to resident concerns.
• Resolve resident issues or escalate when appropriate.
• Promote resident retention.
• Plan and coordinate monthly resident events.
• Create event flyers and resident communications.
• Manage event budgets.
• Build positive relationships with residents.
• Assist with lease renewal campaigns.

Financial Administration & Collections

Support the financial performance of the community.

Responsibilities include:

• Collect and post rent and other resident payments.
• Monitor delinquency reports daily.
• Contact residents regarding past due balances.
• Prepare late notices, payment agreements, and legal documentation.
• Coordinate collections with the Community Manager.
• Submit invoices and supporting documentation to the Accounting Department for processing.
• Assist the Community Manager with monthly financial reporting.
• Monitor concessions and bad debt.
• Support annual budget preparation.

Operations & Administrative Support

Assist with the day-to-day operations of the community.

Responsibilities include:

• Maintain resident and leasing files.
• Process move-ins and move-outs.
• Prepare reports as requested.
• Ensure compliance with company policies.
• Maintain office organization and records.
• Support audits and file reviews.
• Maintain confidentiality of resident information.

Maintenance & Property Operations

Coordinate with the maintenance team to ensure excellent community appearance and resident satisfaction.

Responsibilities include:

• Enter and monitor work orders.
• Follow up with residents after service completion.
• Coordinate vendor access.
• Conduct occupied and vacant unit inspections.
• Assist with move-out inspections.
• Monitor curb appeal.
• Prepare for lender, ownership, and regulatory inspections.
• Communicate maintenance priorities with the Community Manager.

Leadership & Team Support

• Support the Community Manager in achieving operational goals.
• Supervise office operations in the Community Manager's absence.
• Assist with onboarding and training new team members.
• Support Leasing Consultants through coaching and accountability.
• Foster teamwork and professionalism.
• Communicate operational issues promptly.
• Demonstrate leadership and accountability.

Performance Expectations

The Assistant Community Manager is expected to:

• Meet occupancy and leasing goals.
• Maintain high leasing conversion rates.
• Respond to all prospect inquiries within established company timelines.
• Complete prospect follow-up consistently and document all activity in the property management system.
• Maintain delinquency within company standards.
• Increase lease renewals and resident retention.
• Successfully coordinate monthly resident events.
• Maintain an active and professional social media presence.
• Execute community outreach initiatives.
• Maintain accurate resident, leasing, and financial records.
• Provide exceptional customer service to residents and prospects.
• Support a positive, professional office environment.

Qualifications

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 2–3 years of multifamily property management experience.
• Previous leasing experience required.
• Strong sales and customer service skills.
• Experience with rent collections.
• Knowledge of Fair Housing laws and landlord-tenant regulations.
• Experience using property management software (OneSite, Yardi, Entrata, etc.).
• Proficiency in Microsoft Office.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks in a fast-paced environment.

Preferred Qualifications

• CAM (Certified Apartment Manager) designation or working toward certification.
• Leasing certification.
• Experience with market-rate multifamily communities.
• Experience with social media marketing and outreach.
• Budgeting and financial reporting experience.