Assistant Property Manager

Summary:

This position is primarily responsible for assisting the Property Manager in effectively managing the assigned property.  In the Property Manager's absence, the Assistant Property Manager will assume all responsibilities associated with accomplishing property objectives as set forth by the Regional Supervisor and the property owner.  This position is also responsible for handling all recertification's and all necessary paperwork to be in compliance with regulatory agencies, maintaining daily, weekly, and monthly reports including accurate reporting of rents and deposits received by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

Conducts all business in accordance with company policies and procedures, state and federal laws; e.g., Title VII issues, ADA, Fair Housing, OSHA, Fair Credit Reporting Act and all other laws associated with the industry.

Employee Management

• Supervises Maintenance or other on-site staff in the absence of the Property Manager.
• Performs "on-call" services, as assigned.
• Assists the Property Manager with the orientation of newly hired site staff.
• Assists the Property Manager with the coordination of all site specific aspects of payroll including the management of employee timecards.
• Assists the Property Manager with the implementation and/or enforcement of all Human Resources related tasks and policies.

Financial

• Collects rents and other fees and prepare deposit package for the Property Manager - or make the deposit, as requested
• Up-dates all rents, deposits and other fees received into One Site, on a daily basis.
• Issues appropriate notices when necessary (late fees, eviction notices, returned check memos, etc.).
• Enters A/P into One Site and submit packages to corporate office.

Regulatory

• Understands and ensures adherence to all Fair Housing, Americans with Disabilities Act and Fair Credit Reporting Act and other laws related to leasing.
• Sends or delivers certification notifications (120 days, 90 days, and 60 days) in a timely manner.
• Meets with residents to complete the Resident Questionnaire and all verification forms; mail verification forms to third parties.
• Assists Property Manager to complete certification file, as requested; obtain resident signatures in a timely basis on various certification forms.
• Ensures compliance with all HUD, IHDA, Tax Credit and/or other regulatory requirements related to the property's funding sources.
• Is proficient in all aspects of the HUD 4350.3 Handbook and attend training, as needed to maintain a current understanding of revisions in these regulations.
• Assists in preparation for Management and Occupancy reviews, certification file audits and physical inspections.
• Performs file audits, as requested.

Office Management

• Performs clerical and other office management tasks, as assigned.
• Reports issues and/or problems to the Property Manager.
• Works with other staff in such a manner as to maintain a cordial and efficient environment.
• Serves as receptionist, answer telephones, greet residents and guests, distribute parking stickers, assist with laundry tickets, etc.
• Is familiar with and be able to utilize all facets of the One-Site software.
• Assists with coordination of special events or social activities at the site.
• Maintains records and ensure proper handling and filing of correspondence, vendor files, and warranties, certificates of insurance and other office-related documents.

Maintenance

• Obtains work orders from residents and enter into One Site; distribute to maintenance staff.
• Responds to emergency requests, immediately, and report the emergency to the Property Manager and/or Maintenance, as needed.
• Assists the Property Manager with procurement of supplies.
• Monitors turnover of units.
• Inspects the property and apartments, as assigned; document inspections.

Marketing/Admissions

• Is familiar with the approved Resident Selection Plan and Affirmative Fair Housing Marketing Plan.
• Maintains the waiting list, as requested.
• Assists with outreach marketing, as requested.
• Assists with market surveys; shop competition.
• Welcomes and shows property to prospective applicants.

Resident Services

• Assists with orientation of new residents.
• Fosters and maintains positive resident relations and excellent communications with resident.
• Is responsive to resident questions, complaints, concerns and suggestions.
• Relates to the Resident Council representatives in a positive manner.

Owner and Community Relations

• Attends scheduled meetings with Owner and/or agent
• Projects a positive community image for the owner and building

Safety

• Reports all liability and property incidents to the Property Manager immediately.  Report all work-related accidents/injuries immediately to the Property Manager in accordance with company policy guidelines.
• Assists in the completion of any pertinent safety checklists with maintenance staff.

ATTENDANCE:

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.

COMPETENCIES:

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

Intellectual

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
• 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.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Interpersonal

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• External Working Relationships - Develops and maintains courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.

Leadership

• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.

Organization

• Business Acumen - Demonstrates knowledge of market and competition; Aligns work with strategic goals; Analyzes market and completion and adapts strategy to changing conditions.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures.
• Business Necessity - The needs of the employer may be dependent on responding to and anticipating rapidly changing external and internal demands in all aspects of how business is conducted. This may include, but is not limited to, organization structure, finances, goals, personnel, work processes, technology, and customer demands. Therefore, it may become necessary to make modifications to how business is conducted and work is accomplished, with minimal or no advance notice to employees.  Accordingly the employee must be capable of adapting, with minimal or no advance notice, to changes in how business is conducted and work is accomplished, with no diminishment in work performance.

SUPERVISORY RESPONSIBILITIES:                                          

Directly supervises on-site staff in the absence of the Property Manager, as assigned. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:     

High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:                                             

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Leasing Agent License or Sales/Broker
• Certified Occupancy Specialist and/or Tax Credit Certification (if TC property)
• Valid Driver's License and current auto insurance
• ARM or CAM (Certified Apartment Manager) or equivalent (desired)

OTHER SKILL, ABILITIES, AND QUALIFICATIONS:  

• 2 years' experience in on-site management
• Ability to understand and implement compliance regulations; read and review reports and a wide variety of correspondence.
• Ability to effectively communicate with residents (handle concerns, complaints and issues); vendors; owners; and staff being supervised.
• Ability to inspect property, grounds and apartments.
• Must be able to work in a fast-paced, multi-faceted and customer service-oriented environment
• Must be able to work as a team, interact with others in a professional/pleasant manner and exercise problem-solving skills.
• Must be able to apply principles of logical thinking or define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
• Must be available at times during evenings, nights and weekends for staffing needs and emergencies.
• Must be able to utilize basic math skills.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management within their shift, prior to clocking out for the workday.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand. The employee is frequently required to sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 100 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functi...