Assistant Property Manager

Position Summary

This Assistant Property Manager is responsible for assisting with the daily operations of the property including: planning exciting resident activities to create a warm community environment; contributing to preserving the property in a beautiful condition at all times; retaining resident files and conducting income certifications according to program guidelines; maintaining resident relations in compliance with Occupancy and Fair Housing guidelines; reviewing monthly financial reports and preparing annual budgets; and marketing and leasing vacancies to maintain the highest physical and economical occupancy rate.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Perform clerical duties including answering phones, filing, mail administration, application distribution, respond to general inquiries, etc. Return phone calls and emails in a timely manner.

• Collect, log and process rent per THF policy.

• Maintain a clean, tidy, and organized system as outlined by THF policy for accurate record keeping (physical and electronic) including resident files, marketing information, maintenance records, purchasing, inspections, general correspondence and budget logs.

• Assist with the monitoring all federal, state, county and city agencies and notify the Property Manager of any ordinances affecting the property or neighborhood.

• Adhere to fair housing laws, confidentiality, and occupancy guidelines.

• Assist with the enforcement of resident compliance of House and Ground rules and maintain documentation for evictions.

• Maintain the property’s binder containing current relevant information per THF policy (e.g. one-sheet, insurance documents, permits, property map, parking information, resident units and phone numbers. etc.).

• Maintain a secure and accurate system for property key control.

• Complete and submit all required administrative reports accurately and on time as required by THF policy

• Understand and adhere to all property regulatory agreements.

• Comply with all applicable government and funding agencies rules and regulations (i.e. HUD, TCAP, HOME, HTC, BOND) and ensure the compliance of the property and resident files.

• Move-in residents and maintain the files in accordance with THF checklists and file finishing procedures using current forms available on the THF Intranet or as distributed by Compliance department.

• Assist with the completion of re-certifications in a timely manner, and in accordance with property program and THF requirements.

• Assist with the preparation and responses to internal and external auditors by required deadlines.

• Conduct internal audits on a regular basis.

• Submit deposit accounting and maintain accurate ledgers/deposit accounting records for Accounts Payable and Account Receivables.

• Process invoices in a timely manner and actively pursue delinquent accounts in accordance with THF policy and procedures.

• Assist with obtaining bids for projects.

• Review annual rent increases with Property Manager and Regional Supervisor and assist with the implementation of rent increases in accordance with THF policy and procedures.

• Assist with preparation of annual budget including planning throughout the fiscal year.

• Assist with the oversight of the maintenance and landscaping of the community including property, grounds, and surrounding areas so that it is maintained at THF standards always.

• Conduct regular property walks with Property Manager and Maintenance Technician.

• Monitor preventative maintenance schedules and work order logs.

• Assist with the coordination of unit-turns and both interior and exterior inspections in accordance with THF standards and policies.

• Conduct annual unit inspections with the Property Manager and maintenance staff as needed.

• Locate the building systems (gas, electric, sewer, water, shut offs) and perform minor maintenance tasks of the property as necessary.

• Comply with ADA (Americans with Disabilities Act), Section 504 (FHAA), and other applicable regulations.

• Follow safe procedures and conduct safety inspections in accordance with THF’s Injury and Illness Prevention Plan (IIPP) and OSHA.

• Follow and enforce safety procedures and report health and safety violations and incidents immediately to Property Manager and/or Regional Supervisor with a plan of action for correction. Maintain and implement Emergency Preparedness Plan.

• Assist with waitlist communication and process applicants in advance in accordance with property goals and THF policy and regulatory requirements.

• Assist with the approval process for residents using the Tenant Selection Plan or Resident Screening Criteria and update when needed with Property Manager and Regional Supervisor approval.

• Assist with the preparation of market survey reports, marketing plans and resident profiles as requested by the Property Manager and Regional Supervisor.

• Coordinate and assist in the development of advertisements for print and social media. Obtain approval for marketing materials by Property Manager and Regional Supervisor or other members of the management team.

• Document and report social service concerns about residents to the Property Manager, Regional Supervisor and Resident Services Department.

• Promote, coordinate, and monitor resident programs and services in accordance with THF and regulatory standards to have a high level of participation.

• Maintain resident activity records including compliance contracts, newsletters, flyers and sign-up sheets.

• Maintain the resource binder for residents containing flyers and local resources.

• Use correct grammar and professionalism in all forms of communication.

• Communicate training needs to the Property Manager and/or Regional Supervisor.

• Stay current with changing regulations in the industry and/or property programs.

• Regular physical attendance is crucial to the successful performance of this position.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education

High School Diploma or General Education Degree (GED) required. AA or BA degree or equivalent combination of education, training and work experience is preferred.

Experience/Skills:

• Property management experience preferred or experience in related field with proven record of achievement.

• Mathematical Skills: Must possess basic mathematical skills.

• Computer Skills: Microsoft Office (Excel, Word), and Yardi, One Site preferred.

• Exceptional organization skills, time management, customer service and effective communication skills required.

This position offers a competitive salary and benefits package. If you are a motivated individual with a passion for providing exceptional customer service, we encourage you to apply.

Job Type: Full-time

Pay: $16.78 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• 1 year

Schedule:

• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person