Assistant Community Manager - Fairways at Hartland

Job Description

Job Description

JOB PERFORMANCE STANDARD – Assistant Community Manager - Fairways at Hartland

SKILLS, KNOWLEDGE AND PERSONAL CHARACTERISTICS: The following attributes are desirable for job success: experience in managing/leasing multi-family properties, computer literate, ability to communicate effectively via both verbal and written communication skills, safety conscious, and preference for detail work, ability to work well under pressure, organizational skills, self-motivation and self-direction, ability to work with/without direct supervision and the ability to become a team leader. Partner well with peers, supervisor, and corporate office support team.

SUMMARY OF FUNCTIONS: Responsible for conversion of telephone and walk-in prospects to leases, resulting in maintained and increased occupancy, and the inherent responsibility to effectively communicate to existing residents and establish a successful renewal program. Responsible for weekly/monthly reports to include collecting and posting of rents, with additional responsibility to assist the Community Manager with the coordination of day-to-day activities of managing the community in accordance with the established standards. Responsible for the collection of past due rents each month, including late rent letters, eviction filing and following up for with the collection agency. Assist in office administrative needs including general filing, reviewing and maintaining lease files according to policy and computer records. Identify and strive to meet the resident’s needs.

ESSENTIAL FUNCTIONS: Duties may include, but are not limited to: 1) Leasing and Marketing: a. Respond effectively to telephone inquiries to generate prospective resident visits to the property. Maintain a call to show ratio of at least 65%. b. Show and demonstrate apartments, utilizing relationship skills to demonstrate market ready product and availability to close prospects. Maintain a deposit to show ratio of at least 50%. c. Follow-up with prospective residents. d. Monitor telephone and walk-in traffic at property and enter all forms of your traffic into the software system daily. e. Walk model tour route and open models daily to ensure quality presentation and if necessary, sparkle clean vacant show units. f. Visit competitors quarterly. g. Responsible for completing the market survey weekly. h. Assist with outreach marketing by visiting and connecting with local businesses. i. Update and maintain social media accounts, including but not limited to, Facebook and Instagram. j. Manage and optimize the property’s online reputation. 2) Assist Community Manager with resident retention including contacting residents on renewal expiration report each month. 3) Lease Administration: a. Obtain lease information and complete lease applications. Conduct required screening and reference checks on prospects. Ensure accuracy and completeness of all lease files. b. Conduct move-in inspections with new residents. c. Review welcome packet with new resident in a timely manner. d. Input daily activity into the management software program. 4) Resident Relations: a. Prepare and process resident service requests. b. Assist with resident issues and complaints concerning, but not limited to rent payments, service requests and matters pertaining to other residents. c. Assist with preparation of newsletters and promotion flyers. 2 d. Assist with the planning of community activities and events. e. Attendance will be required at all resident events unless the absence was approved in advance by the Community Manager. 5) Accounting policies and procedures: a. Collect, record and deposit daily rental payments, application fees, administrative fees, and security deposits. b. Assist in preparing weekly and monthly reports as required. c. Assist in preparing timely legal action for evictions, as necessary. 6) Pass initial and annual Fair Housing Training Course and adhere to the timeline of assigned Grace Hill Vision courses

ORGANIZATIONAL RELATIONSHIPS: The Assistant Community Manager reports directly to the Community Manager and works with community team members, Regional Managers, corporate support team, associates of other sister communities, outside vendors and service providers.

OTHER REQUIREMENTS: Hours of Work: 8:30am/9:00am to 5:30pm/6:00pm Monday through Friday, Saturday10:00am. to 5:00pm. Schedule may vary according to individual property and Community Manager. Hours approved by Regional Manager. Travel: Overnight travel may be required for meetings and other training/company events. Transportation: Must have a reliable vehicle to perform errands, including daily bank deposits. Must have proof of liability insurance. Valid Driver’s License.

AMOUNT OF OVERTIME: Limited to needs of property

SUPERVISORY RESPONSIBILITIES – During the absence of the manager, the Assistant Community Manager will provide “in charge” responsibilities for the property and staff. These responsibilities include being “on call” 24 hours, managing and delegating team for maximum performance of their respective job functions.

FLSA STATUS: Non-Exempt

PHYSICAL DEMANDS: Must be able to perform the physical functions of the position, which may include, but are not limited to: ability to walk the community, including 4 flights of stairs to complete physical inspections, deliver resident communications, and show apartments. Be able to effectively communicate with residents, staff, supervisors, and vendors. Must be able to lift a minimum of 60 lbs. to facilitate vacuuming, moving office furniture & lifting of supplies as needed.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation s may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes, or airborne particles, toxic or caustic chemicals, outside weather conditions and the risk of electrical shock. Occasional exposure to bedbugs or pests that is common in the multifamily industry. May need to work outdoors in climates of the region the property is located.

EDUCATION AND EXPERIENCE: High School Diploma or GED Required. Two years of college preferred. Two years of related business experience.

LANGUAGE SKILLS: Ability to read, write and verbally communicated in English.

COMMUNICATION: Must be able to communicate effectively with residents, staff, supervisors, vendors, etc

REASONING ABILITY: Has the ability to apply common sense understanding to carry out basic written or oral instructions.

MATHEMATICAL SKILLS: The ability to add and subtract tow digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.

COMPUTER SKILLS: Microsoft Word, Microsoft Outlook, Microsoft, Excel and OneSite knowledge preferred.

PRE-EMPLOYMENT TESTING: Must pass drug test and background screening. Successfully complete pre-employment psychological and basic skills exam, including interest patterns.

RESIDENCY: Must meet requirements for residency in the community for which they have applied.

PERSONAL APPEARANCE: Dress, grooming and personal cleanliness standards contributes to the business image of Chandler Residential. A great philosophy to adhere to is to “Dress for the position you want, not the position you have. During business hours or when representing the company, you are expected to present a clean, neat and tasteful appearance. Refer to Employee Handbook for complete Personal Appearance Guidelines.