Assistant Property Manager

Description

Job Title: Assistant Property Manager – Verne Barry Place

Department: Property Management

Reports To: Property Manager or Senior Property Manager

FLSA Status: Non-exempt

Approved By: Dwelling Place Officers

Approved Date: June 1, 2008

Summary Perform lease administration functions, office management, and resident services for assigned properties. Provide complete and accurate administrative support for property and blended management (integration between property management and support services) in accordance with fair housing laws.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Prepare, organize, and maintain general office including data entry; maintenance of resident and misc. files; obtain proper signatures; preparation and distribution of correspondence; and events. Duplicating, filing, faxing, mailing, and message delivery when necessary.
• Provide reception at front desk, take telephone calls, and assist visitors (sign in and out), applicants, and residents. Respond promptly to requests or complaints, directing to other staff when appropriate.
• Interviews prospective residents to ascertain needs/wants and qualifications. Provides marketing information, shows rent-ready model, and requests application completion. Prepare application packets, process incoming applications and maintain past application files, including releases, verifications, and compliance forms.
• Maintain applicant and current resident transfer waiting lists, move-in/move-out list, parking list and other appropriate resident or property data.
• Set up, maintain, and update lease files in an organized and accurate manner. Prepare lease packages for move-ins. Schedule move in appointments and orientations.
• Receive rent checks from and issue receipts to residents. Prepare bank deposits, including taking deposits to bank and returning receipts. Post all payments to ledger cards and property management software.
• Proficient in the use of property management software.
• Obtain certification forms from residents (checklist and release forms) and verify forms are properly completed. Assist in processing the correct verification forms and obtain resident signatures once certification is completed. Enter data into property management software programs as appropriate.
• Schedule extermination service dates with contractor and prepare notices to residents. Inspects premises and residences for safety, security, maintenance, cleanliness, and curb appeal.
• Prepare property and resident notices (inspections, work orders, rent increases, late notices, passes, etc.), and update security, or other staff as appropriate, on any pertinent information. Maintain contacts with any local agencies.
• Prepare and/or review security reports, monitor cameras, and/or physically inspect premises. Prepare lease violation notices and files for attorney court cases as directed.
• Coordinate purchase of office supplies, maintains supply levels, and oversees receiving and shipping. Call for service on office equipment.
• Generate work orders in property management software to submit to maintenance. File completed work orders in property management software.
• Keep calendar for staff or partners on-site community room and/or meeting facilities.
• Supervisory Responsibilities This job has no supervisory responsibilities.

Requirements

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

• Marketing Skills - Achieves marketing goals; Overcomes objections with persuasion and persistence; Initiates new contacts; Maintains customer satisfaction; Maintains records and promptly submits information.
• Use of Technology/Equipment - Demonstrates required skills; Adapts to new technologies or equipment; Troubleshoots technological problems; Uses technology/equipment to increase productivity; Keeps technical skills up to date.
• Job Knowledge - Competent in required job skills and knowledge; Exhibits ability to learn and apply new skills; Keeps abreast of current developments; Requires minimal supervision; Displays understanding of how job relates to others; Uses resources wisely.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Cost Consciousness - Develops and implements cost saving measures; Contributes to profits and revenue.
• Quantity - Meets productivity standards; Co