Assistant Property Manager

Assistant Property Manager

The Assistant Property Manager reports to and is responsible for assisting the Property Manager. Primary responsibilities include operational goals, generating satisfactory cash flow, customer service with current and prospective residents; leasing apartments; office management, and support.

Duties/Responsibilities

• In the absence of the Property Manager, the Assistant Property Manager oversees the office and shall become responsible for all funds pertaining to the property and must ensure daily bank deposits are made.
• Supports, coordinates, and facilitates leasing, resident retention, concessions, and customer service activities.
• Performs leasing of units, including generating traffic and responding to telephone and internet inquiries.
• Interacts with prospective residents by providing tours, qualifying prospects, and closing sales by obtaining rental applications and deposits.
• Negotiates new leases and renewals per specifications of the property owner and Property Manager. Maintains resident files. Ensures timely move-in for new residents.
• Always displays a friendly and courteous attitude towards residents, clients, and guests. Maintains and promotes a positive attitude with other employees. Contributes and acts as a team player.
• Provides satisfactory results to current residents regarding maintenance requests, resident call-backs to check on maintenance work performed, assists with ordering parts, supplies, and services within budget. Returns after-hour calls duties as required.
• Collects rent from residents and posts into RealPage OneSite.
• Gathers information and completes reports in a timely manner, including computation reports, move-out reports, vacancy reports, traffic reports, market surveys, and weekly activity reports.
• Contacts delinquent residents and communicates late notices and eviction notices. Adheres to company policies and procedures if rent is not received within a specified period.
• Distributes renewal notices to current residents.
• Assists with resolving resident issues and complaints.
• Assists with planning and attends social and other community events for residents.
• Ensures adherence to policies and safety rules; complies with policies for reporting incidents.
• May inspect vacated units to assess needed repairs and replacement. Monitors the property landscape and other attributes to identify and report potential safety hazards and concerns and ensure quality property aesthetics.
• Completes paperwork and follows processes for households with rental assistance vouchers, when applicable.
• Process purchase orders and invoices and send them to accounting.
• Always display a friendly and courteous attitude with other employees. Never confronts a supervisor or other employee in front of residents.
• Performs other job duties as assigned by the Property Manager or operations to meet the needs of the business.
• Must abide by Standard Operating Procedures (SOP) for rent collections.

Skills/Abilities

• Familiar with federal, state, and jurisdictional laws and regulations concerning multi-family housing and Fair Housing.
• Sales knowledge, skills, and ability to sell products and services to existing customers.
• Generates traffic for prospective residents, makes appointments with prospects, qualifies prospects, and sells them on the merit of the property to close the lease.
• Processes lease applications and all paperwork associated with generating a lease.
• Customer service and conflict resolutions skills to overcome objections and resolve issues.
• Knowledge of general bookkeeping, accounting practices, and property management business procedures.
• Organizational skills to maintain records and schedules.
• Skill and ability to communicate verbally, clearly, concisely, and in writing.
• Proficiency with Microsoft Office applications (MS Word, Excel, Outlook, and PowerPoint). Ability to learn and operate RealPage OneSite.
• Ability to maintain confidentiality and maintain appropriate discretion.

Administrative Requirements

• Ensures adherence to policies and safety rules; complies with policies for reporting incidents.
• Adheres to a varied work schedule, including weekends and some holidays, as required due to business necessity.
• Attends and participates in training programs and events.
• Performs other related duties as assigned to meet the needs of the business.
• Assists with marketing efforts in the community to promote positive awareness of the property and increase the traffic of prospective residents.
• Promotes positive resident relations and provides customer service and responsiveness to resident needs and concerns.

Affordable Housing Duties and Responsibilities

• Operates the property in compliance with regulatory agency, lender, investor, and other applicable compliance requirements.
• Comply with standards for affirmative marketing, including proper completion and maintenance of the Affirmative Fair Housing Marketing Plan (AFHMP) HUD 935.2.
• Market to agencies identified in the AFHMP as well as maintaining availability information with local housing authorities and commercial publications. Maintain AFHMP Binder.
• Ensures resident files, certifications, and re-certifications are completed accurately and timely.
• Ensures that all applications qualify in reference to the Rental Criteria specific to the assigned property. Ensures that all application paperwork is completed and complies with the requirements of the project's programs.
• Prepares for and passes file audits, physical inspections of units and buildings, and/or management and occupancy reviews.
• Lease to households that meet the assigned property's income restrictions, rental criteria and when applicable HUD guidelines.
• Review and update as necessary the Unit Status Report in comparison to tenant lease files to ensure information accuracy.
• Oversee and maintain all new lease and lease renewal practices according to HUD guidelines inclusive of the certification and verification process; process annual recertification and tenant notification documentation at 120, 90, and 60-day increments; process interims as required if assigned to a HUD governed property.
• Ensure property maintains it applicable fractions and set aside requirements identified in the property LURA if assigned to a Tax Credit property.
• Perform supportive service as outlined in the properties LURA and maintain proper documentation; assist as needed with the planning and implementation of social services programs. Programs should be coordinated with the social services provider. Maintain Supportive Service Binder.
• Assist Property Manager in audit preparation and ensure on-site compliance on all corrections.
• Handle recordkeeping and reporting responsibilities in accordance with the HUD/TC/ADHP/HOME/Bond regulations.
• Maintain all resident files per HUD/TC/ADHP/HOME/Bond guidelines.
• Prepare for, respond to, and oversee corrections needed to meet requirements for all Management Reviews if assigned to a HUD governed property.
• Ensure all physical deficiencies are corrected per violation/inspection notices so that subsidy may be reinstated, or findings corrected.
• Oversee REAC/UPCS inspections including preparation for and corrections to deficiencies noted on findings report.
• Maintain waiting and transfer list per HUD/CA/TC guidelines. Regularly seeks to understand and anticipate resident needs.
• Inspects property two-three times per week including periodic visits to all residents.
• Assist new resident moving in by notifying them of community procedures, parking, hours, night access, mail, etc.
• Ensure that residents are provided with a clean and well-maintained home.
• Along with Property Performance Review (PPR) completes quarterly unit inspections to identify, report, and prevent REAC inspection deficiencies.
• Properly coordinates the administration of supportive services with the Social Service Provider to ensure resident support.
• Maintains a proper Wait List in accordance with HUD/State Monitoring Agency guidelines when applicable.

Education and Experience

• High school diploma/GED; or two to three years related experience in property management, leasing, and/or hospitality or related experience in customer service industry, sales/marketing, or an equivalent combination of education and experience
• Two-years of affordable housing property management experience overseeing a busy complex and staff that includes responsibility for financial and operational results, HUD/TC/AHDP/HOME/Bond administration, and staff supervision to ensure compliance with site-specific programs.
• Strong knowledge of HUD policies as well as Project Based Section 8 rules and regulations for Project Based Affordable Housing; Strong knowledge of Tax Credit/AHDP/HOME/Bond polices for Tax Credit/AHDP/HOME/Bond Properties.
• Thorough and current knowledge of the most