Assistant Community Manager (Students)

Job Description

Job Description

It is the duty of each Assistant Manager to assist the Manager in overseeing all functions and operations on each designated student property.  Including, but not limited to leasing, customer service, disputes/conflicts, Community Ambassadors (CA’s), advertising, student promotions and maintaining order. 

Requirements: 

Possess the ability to read, comprehend, and follow moderately complicated verbal and/or written instructions in English. Is organized, capable of maintaining records, basic arithmetical calculation and able to effectively communicate with residents, staff, investors and suppliers/vendors. Has excellent customer service skills, sales knowledge and is able to easily work with different types of people, nationalities, multiple deadlines while maintaining efficiency and control over projects assigned. Deadlines can at times require some additional hours, usually during move ins/outs. In addition, the Assistant Manager may share the responsibility of being on call for the community. He/she should also be able to lift 25lbs and walk the property and several stairs daily.

1. OFFICE HOURS- _____________________________________________________________

(Usually Tuesday through Friday 10:00 am to 6:00 pm (one day/week 11:00 am to 7:00 pm and Saturdays 9:00 am to 4:00 pm. These hours might vary depending on property and occupancy.)

1. OFFICE DUTIES:

1. Open/Close office, model, amenities as per Triton’s standards (clocking in/out, be timely, cleanliness, office ready etc).
2. Retrieve and take care of messages, work orders and requests.
3. Duty with cell phone. Every other week (varies by property) you respond to the calls on the community phones, and you need to be within distance to take care of any emergency.
4. Open/Close the pool every other week/weekend, depending on the community.

1. RENT COLLECTION:

1. Keep payments, notes, petty cash and ledgers organized, accurate and secure.
2. Charge late fees when applicable. No exceptions.
3. Assist Manager with rent collection and delinquent money.

1. LEASING:

1. Meeting and greeting prospects appropriately over phone, email and in person. Encourage prospects to tour the property and community web site.
2. Show model, community and amenities with knowledge of community and city.
3. Receive/process and approve applications.
4. Track ALL calls, visits and emails.
5. New resident orientation:

• Set up new move in on community web site/resident portal.
• Set up renter’s insurance.
• Review/sign lease and review community rules.
• Show/discuss apartment and community features.
• Make sure the new apartment home is prepared for move in.
• Follow up after move in.

1. Advertising:

• Check that property signage and banner look good and are correct.
• Responsible for all advertising on the Internet, rental magazines etc. 
• Perform outreach marketing including making material, calls and visits. 

1. PAPER/COMPUTER WORK:

1. Maintain move in-, move out-, RIS-, change- and SDD- forms.
2. Update all vacancy/ traffic reports (weekly).
3. Prepare all leases and move in packages.

1. MOVE -OUT PROCESS: 

1. Follow up on 30-day notices, schedule inspection date and paint date.
2. Pre-inspect apartment with maintenance at least 15 days prior to move out date.
3. Complete necessary paperwork including damage/cost replacement and renter’s insurance claims.
4. Schedule necessary maintenance and cleaning work to be done.
5. Inspect all units after completion.

1. MAINTENANCE AND GROUNDS OPERATIONS:

1. Daily teamwork with onsite maintenance/grounds (work orders by phone, online, follow up etc).
2. Learn how to test pool (primary responsibility of grounds or service technician) Keyless entry lock is applicable Batteries.
3. Learn all EMC shut off procedures.
4. Walk property to inspect overall appearance as needed; i.e. no broken down cars allowed, broken windows, rain gutters working, no graffiti etc.
5. Assist with snow removals when scheduled.

1. GENERAL OFFICE WORK:

1. Promptly assist in resident relations: i.e. neighbor problems, parking problems etc.
2. Assist in Resident Retention programs such as parties, prizes and services.
3. Attend monthly manager’s meetings or training in various locations.
4. Perform any other related task that might be assigned by Manager or Supervisor.

1. ADDITIONAL DUTIES:

1. Participate in Colleague Connection Day

1. OVERSEEING CA’S:

1. Calculating CA’s hours
2. Setting weekly office work schedules for CA’s

• At some properties it may be necessary to produce a weekly work schedule of CA’s office hours.
• At some properties it may be possible to create a set schedule for CA’s office hours and follow for an entire semester.

1. Create a rotating chart of clubhouse cleaning responsibilities and oversee CA’s clubhouse cleaning.

• Ensure cleaning passes Triton standards

1. Visiting apartments with CA’s

• Randomly accompanying CA’s on Resident visits will help ensure that visits are occurring and are being done properly.

1. Holding regular meetings with CA’s

1. CHECK-INS / CHECK OUTS:

1. It is mandatory that all management, maintenance, and CA’s (Community Ambassadors) are available and present on all move ins and move out days. Requests for days off during Blackout days must be approved by Director of Student Housing.
2. Please see Check-ins & Check-outs pages 30-34 –

SALARY AND BENEFITS :

*Salary as per agreement

*Paid lunches

*Health benefits: single coverage after 60 days employment

*Potential Rent discount 

*401K: upon meeting requirements

*Family Share