Assistant Property Manager

Job Description

Job Description

Job Title: Assistant Property Manager Job State: Full-Time / 40 hours per week



 
Reports To: Portfolio Manager

Location: Greater Seattle Area

Company Description

Haven Property Management is a full-service residential management company based in Federal Way, WA. Focused on simplifying property management, we offer tailored solutions to assist homeowners with rental properties in the Puget Sound region. Our primary goal is to help property owners maximize the value of their real estate investments while fostering strong, lasting relationships. At Haven, we are committed to ensuring seamless and transparent property management experiences for both property owners and tenants.

  Role Description

This is a full-time hybrid role for an Assistant Property Manager, working remotely, and at rental properties as needed. The Assistant Property Manager reports to the Portfolio/ Property Manager, and supports Haven's Property Managers with overseeing the day-to-day operations of residential properties, including tenant communication, leasing, property inspections, and coordinating maintenance and repairs. The role also involves supporting our corporate office as needed for administrative needs.

Important Note:
This role involves scheduling and driving between rental properties, and would require an applicant to have their own vehicle, cellphone, and home computer/laptop, if working remotely. Desktop computer and desk phone provided at office. Primary responsibility for role will be all tasks that are onsite at rental homes.
Compensation includes $3,750 monthly salary as well as a $250 vehicle/gas stipend to account for an estimated 800-1000 miles of monthly driving. Fuel efficient vehicles are recommended.

  Qualifications

• Property management experience, including tenant relations, rental inspections, lease administration, and coordinating maintenance
• Communication skills, problem-solving, and ability to provide exceptional customer service
• Organizational and time-management skills to handle multiple tasks efficiently
• Proficiency in technology tools and software used for property management
• Understanding of local property management laws, regulations, and best practices
• Prior experience in the real estate or property management industry is a plus

Responsibilities: 

Tenant Relations:

• Orient new tenants to the property's rules, regulations, and amenities during move-in.
• Coordinate key exchange and provide move-in instructions.
• Serve as the primary point of contact for existing tenants, addressing inquiries, concerns, and maintenance requests in a timely manner.
• Foster positive relationships with tenants to encourage lease renewals and minimize tenant turnover.
• Respond promptly to inquiries from potential tenants via phone and email.
• Provide detailed information about available properties, rental terms, and application procedures.

Listing

• Write listing description
• Ensure we have current photos after renovation has been done
  • Front facing, bathroom, kitchen, bedroom, living room etc
• Post properties in Appfolio
• Respond promptly to inquiries from prospective tenants.
• Generate leasing reports and metrics for property management to track occupancy rates, leasing activity, and other relevant data.
• Review active listings daily
• Review guest cards and respond to them.
• Provide pre-published information about available properties, rental terms, and application procedures.
• Schedule showings
  • Maintaining and managing the Appfolio workflow
• Obtain Keys, Openers, Passes and Codes
• Unit In-Person Showings
• Remove Advertising
• Remove Signage and Lockbox

Application Process / Move-in

• Review applications daily
• Assist potential tenants in completing an Appfolio rental application accurately and collect all required documents, such as income verification and references.
• Review background with landlord reference and employment documents and credit checks as part of the tenant screening process.
• Notify the office of the application approved
• Send invitation for Online Portal
• Prepare and send the letter of approval and request the deposit.
• Meet the new resident at the property, present keys, verify the function
  • Exchange deposit funds for keys
• Ensure deposit funds have been collected and the first month's rent on scheduled move-in day.
• Notify the office that the funds have been received.
• Prepare lease documents and other necessary paperwork
• Submit lease documents to the resident for digital signature.
• Ensure that both parties clearly communicate and understand all terms and conditions.
• Send welcome email.
• After 15-30 days, follow up with the tenant to check-in
  • Need to create an automation - email automated

Move-In

• Perform Move-in inspection report
• Any issues become an immediate work order
• Orient new tenants to the property's rules, regulations, and amenities during move-in.

Move-Out / Rent Ready

• Perform comprehensive move-out inspection using Z-Inspector
  • Within 1 business day after the move-out
• Ensure move-out inspection is properly completed in Z-inspector
• If the trash can has anything in it, ensure that it is placed on the road on trash pick-up day and then returned.
• Determine chargeable damage and items necessary to make rent-ready
• Inspect to ensure turn items were completed and the house is rent-ready.
• Install lock boxes

Inspection

• 90-days check-in
  • Perform a drive-by inspection
• Annual Inspection
  • Utilize Z-Inspector to inspect the tenant-occupied properties
  • Document the conditions of all rooms
• Note anything that needs attention and create a work order
• Share the finalized report with the owner

Evictions/ Notices

• Post notices as necessary, including post office mailings, monthly rent increase notices to accompany lease renewals, etc