Assistant Community Manager

Job Description

Job Description

Duties & Responsibilities

Duties & responsibilities may include, but not limited to:

Administrative

• Must be available and ready for all telephone, fax, e-mail, and walk-ins to oversee and assist in all certifications.
• Demonstrates a positive, welcoming, supportive environment for residents, visitors, and community staff.
• Maintain and progress in knowledge of affordable housing programs and tax credit agency regulations.
• Assist in all administrative duties as requested.
• Knowledgeable of the community and all the amenities, as well as the businesses, schools, hospitals, and public transportation within a 3-5-mile radius.
• Ensures that all communications regarding leasing an apartment will be keyed into Boston Post (BP) daily.
• Must be able to overcome objections and promote the features of the community effectively.
• Prepared for mystery shoppers.
• Assists the Manager in the training of all property staff.
• Responsible for keeping working area neat and clean.
• Has a working knowledge of all affordable regulatory forms and documents.
• Knowledgeable regarding how to submit timesheets and payroll adjustments.
• Assists the Manager in setting up preliminary interviews for community staff.
• Submits accurate and complete compliance reports as specified by Residential One’s time table.
• Maintains building security measures, ensuring proper incident documentation, and notification to management, owners, and insurance carrier within 24 hours of the incident. This includes residents, visitors, contractors, and staff.
• Assists the file audits on a semi-annual basis.
• Assists in the property’s filing system so it is maintained daily, and includes applicant/resident, accounting, vendor, and contract files.
• Responsible for attending all community staff attending mandatory trainings, as well as other trainings, that help promote the successful operations of the property.
• Learn Boston Post (BP) software, and use the paperless work flow process to work with efficiency and accuracy.
• Uses knowledge acquired through the various training to successfully supervise the operation of the community, in the absence of the Manager.

• Assists in the preparation of the Reserve Fund Replacements (RFR).
  
  Occupancy
• Reviews and assists in all the leasing activities.
• Maintains the goals for the community staff to maintaining 100% occupancy through curb appeal, service, and retention strategies.
• Responsible for sending 60/90/120-daye re-certification notifications.
• Ensures that all move-in certifications will be completed and sent to U.S. Housing in a timely manner. The re-certifications will be completed and sent to the compliance department 90 days after the effective re-certification date.
• All certification corrections are to be completed and re-sent within 48-72 hours after notification of deficiencies.
• Increase letters must be sent 30 days in advance of the effective date of the increase, or what is applicable for the jurisdiction.
• Must be able to calculate the income and assets in compliance with Residential One and industry standards.
• Responsible for compiling and pre-auditing the first year investor lease-up files, and any corrections if needed.
• Executes marketing and advertising campaigns for apartment leasing, in conjunction with the Affirmative Fair Housing Marketing Plan.
• Notifies the residents in writing of all issues effecting their tenancy, by the direction of the Manager.
• Maintains vacancy information as required by Residential One, the owners, and monitoring agencies.
• Assists the Manager in screening and reviewing all applications in a timely manner.
• Completes the reviews for the lease orientations and signings, and submits relevant documentation to the U.S. Housing for final approval.
• Assists with the property tours, showing vacant units, and marketing property amenities.
• Working knowledge and assists in apartment inspections for move-in/move-out conditions (pre/post inspections), and the successful completion of the process within 24 hours of the action.
• Ensures that the correct set-asides, rent, and income limits are being utilized.
• Completes the certification process. Ensures timely and accurate certifications for both annual and interims.
• Assists the community staff in preparing for all inspections and audits.
• Remains current on, and compliant with, the policies and laws affecting the marketing and leasing community.
• Assists in filing court documents for eviction and attends scheduled court hearings.
• Must be able to calculate the income and assets in compliance with Residential One and industry standards.
• Assists in purging files annually, if applicable.
• Maintains a current and accurate waiting list.
• Assists the Manager in completing the year-end/quarterly reports (if applicable).
• Assists the community staff in preparing for all inspections and audits.

(Section 8 Only)

• Assists in completing special claims monthly, when applicable.
• Responsible for using all the functions of the Enterprise Income Verification (EIV) system. Ensures that the reports, and discrepancies are addressed, corrected, and completed in the time allotted in the RIV policy and procedure document.
• Work with the Manager in posting the voucher. Has a working knowledge regarding requesting and reconciling the voucher.
• Ensure that the TRACS system is checked at least monthly, and all errors are addressed/corrected.
• Assists the Manager in certifying the Gross Rent change, as well as printing the 50059, and getting the form signed, when applicable.
• Ensures that the utility allowances are completed monthly, and the correct amounts are being used and given, when applicable.

Finances

• Achieves financial stability through cost reduction and implementing systems to maintain 0% delinquency.
• Working knowledge and assists in the completion of security deposit administration, including inspecting units to determining resident’s balance or refund, preparing disposition letters, and processing security deposit returns within twenty-one (21) days of the vacancy.
• Post income daily.
• Responsible for making daily rent and/or deposits to the bank, and keeps accurate files on all related documentation.
• Ensures that the Boston Post batches matches the bank scans and/or bank deposits.
• Utilizes the rental policy for rent collection procedures, including following up with delinquent accounts daily, as well as sending notices for prepaid accounts.
• Files delinquent rent monthly, and follows up with collecting the rent or evicting the household.
• Understands the annual operating budget, and works with the Regional Director to maintain budgetary guidelines, as well as being able to explain, in writing, the monthly variances.
• Maintains familiarity with all procedures and requirements of AP and AR.
  
  Maintenance

• Assists in the oversight of the operations and purchases of the maintenance department.
• Assists with obtaining bids for contract work.
• Ensures that all move-ins are in clean, safe, and sanitary conditions.
• Working knowledge and assists in inspecting contract work being completed in the community.
• Assist the Manager in ensuring that the make ready board is being reviewed and completed with the correct information.
• Assists the maintenance department with understanding the budgetary restraints and how to effectively use the budget to run the maintenance department.
• Maintains a strict adherence to the purchase order/invoices process.
• Knowledge of inventory control system, and assists the Manager in maintaining.
• Assists in opening and closing work orders are being completed in a timely manner and making random calls.
• Assists in follow-up with the Maintenance department on the preventative maintenance schedule, in order to ensure that it is being completed in the time allotted.
• Solicit and review bids for contract work after submitting to the Regional Director for approval.
• Participates in the daily property inspection and clean-up (curb appeal).

All other duties as assigned.

Equal Opportunity/Affirmative Action Statement

It is the policy of Residential One that no person within the jurisdiction thereof shall, on the basis of race, religion, color, sex, age, disability, sexual orientation, gender identity or expression, veteran status, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination or harassment (including all forms of sexual harassment and sexual violence). #zr