Assistant Community Manager

Job Description

Job Description

POSITION TITLE: Assistant Community Manager 

DEPARTMENT: Resident Services

REPORTS TO: Community Manager

CLASSIFICATION: Exempt

JOB SUMMARY: The Assistant Community Manager assists with managing operations, leasing activity, renewals, collections, financial reporting, supplies, and communications for assigned residential community. 

VALUES MODELED: All employees are expected to find ways to bring our values to life every day by demonstrating: leadership, commitment, and integrity.

MEASURES OF SUCCESS: Resident feedback on quality and timeliness of resident services provided; resident turnover.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Assists in managing day-to-day operations. 
• Assist in managing daily community requirements. 
• Ensure all monies received are deposited and recorded on a daily basis and confirms proper bookkeeping procedures are followed. 
• Assist Community Manager with preparation of daily and weekly reports, resident communications, move-in inspections, etc.
• Compile weekly/monthly community status reports. 
• Promptly respond to resident concerns, comments, and/or complaints.
• Perform routine general office duties, such as filing, cleaning, etc. 
• Ensure that the proper move-in paperwork, keys, and remotes are prepared for a new resident.
• Operate the office in a professional, clean, uncluttered, and well-staffed manner. 
• Inspect make-ready apartments prior to move in. 
• Maintain and/or create a resident renewal program to encourage resident retention; including planning and executing resident functions. 
• Create a sense of community at the community while maintaining the policy of non-fraternization. 
• Manage community maintenance with the assistance of the service team. 
• Assist in managing requests for repairs and maintenance and evaluate timely completion of work orders. 
• Maintain compliance with required permits for operating the community, such as pool, elevator, etc. 
• Monitor electric, water, and gas usage on the community. 
• Manage and monitor rental collection. 
• Ensure rent and other charges are collected timely and posted daily. 
• Ensure the proper legal notices are given and deadlines met concerning filing eviction, filing writs, and attending court hearings. 
• Ensure compliance with community policies and lease agreements. Responds to violations and communicates with the residents. 
• Assess move-out condition of apartments and has a final account statement sent with the final disposition.
• Immediately inform and refer any liability claims, legal complaints, or other violations to the Regional Manager and/or corporate office.
• Assist with community personnel management. 
• Create, mentor, and manage a cohesive community management team in accordance with policies. 
• Coordinate orientation and ongoing training programs for community staff. 
• Manage, create and monitor marketing activities. 
• Understand the market and any other aspects of the sub-market that could impact occupancy and/or income of the community. 
• Assist with marketing and leasing apartments.
• Assist with the creation of marketing surveys and understand marketing strategies to secure prospects. 
• Perform other duties as assigned or requested to support community operations. 

QUALIFICATIONS

• Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. 
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. 
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 
• Computer Skills: Strong computer skills in Microsoft Word, Outlook, and Excel software. Experience in conducting Internet searches and using online calendars and databases. 

EDUCATION/EXPERIENCE:  

Required

• High school diploma or GED. 
• Minimum one year of experience in an Assistant Manager role and property management industry experience, unless being promoted from within. 
• Entrata or other property management software. 
• Must have reliable transportation, maintain auto insurance, and have a valid driver's license. 
• Proven ability to market communities. 
• Strong communication and customer service skills.

Preferred

• Associate’s Degree. 
• CAM, ARM, or CCRM certification. 
• Bilingual or multilingual skills.

COMPETENCIES 

To perform the job successfully, an individual should demonstrate the following competencies: 

Productivity

• Dependability - Follows instructions; responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals: completes tasks on time or notifies appropriate person with an alternate plan. 
• Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed. 
• Integrity - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values. 
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

Customer/Resident Focus

• Customer Focus - Responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. 
• Confidentiality - Maintains confidentiality of sensitive information. 

Decision Making 

• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions. 
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions. 

Business Skills 

• Analytical/Reasoning - Synthesizes basic and varied information; collects and researches data; uses intuition and experience to complement data and make recommendations. 
• Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. 
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. 
• Quantity - Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly. 

Job Skills 

• Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent. 
• Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. 
• Job Knowledge - Exhibits competency in required job skills and knowledge; exhibits ability to learn and appl