Assistant Property Manager

2 months ago

Silver Spring, United States Quantum Real Estate Mgmt LLC Full time
Job DescriptionJob Description

General Responsibilities

The Assistant Property Manager assists the Property Manager by overseeing the day-to-day operations of the Rental Office. Provides oversight to ensure compliance with Department of Housing and Urban Development (HUD) regulations. Process and complete recertifications for residents. Supervise the front desk staff to ensure adequate coverage 24 hours a day. Assists with leasing and admissions process as needed.

Essential Duties

Maintain cordial and professional relationship with the following:

  • All residents, ensuring consistent application of property policies.
  • Other departments within the company, including accounting and human resources.
  • Clients, the community, HUD federal, state and local governments, etc.
  • Suppliers, vendors and professionals servicing the company or property.

A. Office Operations:

  1. Oversee the daily operations of the Rental Office to ensure all necessary tasks are complete for optimal operation of the business. Oversee other operations as necessary or as directed by the Property Manager.

  2. Supervise the Administrative Assistants, Front Desk Attendants, and various Resident Stipend staff members to ensure all work assignments are completed as directed in a timely manner.

  3. Meet with staff on a regular basis to provide feedback on work and ensure work goals are met. Conduct regular performance evaluations.

  4. Assist residents with inquiries and concerns about their lease or property policies.

  5. Enforce the lease by sending out appropriate violation letters under the direction of the Property Manager.

  6. Ensure there is continuous coverage of the Rental Office, Front Desk, and phones during business hours.

  7. Conduct regular property inspections, apartment inspections and weekly work order checks with appropriate staff members.

  8. Check maintenance reports weekly to ensure that work orders are completed in a timely manner or appropriate follow-up is completed when a repair is on hold.

  9. Assist in entering and closing out work orders when necessary. Assist in contacting residents to ensure they are satisfied with the work that was completed in their apartment for all work orders when necessary.

B. Marketing and Leasing:

  1. Assist in the advertising and marketing of the property and conduct regular market surveys.

  2. Assist in the application and leasing process by selecting appropriate, qualified applicants from the waiting list, completing all applicable screenings, interviews, and reference checks, and sending necessary correspondence to applicants as needed.

  3. Prepare leases and all applicable lease documents and conduct lease signing meetings when necessary.

  4. Ensure compliance with property and management agent policies, fair housing guidelines and HUD guidelines.

C. Compliance:

  1. Process and complete resident recertifications in accordance with HUD regulations.

  2. Type, distribute and file correspondence and resident certification paperwork.

  3. Schedule, coordinate and assist residents with certification process as needed.

  4. Conduct regular file reviews to confirm all necessary documents are completed and filed properly.

  5. Assist in gathering or completing documents needed for files.

  6. Stay current on regulations and obtain/maintain necessary training and certification designations.

D. Financial Oversight:

  1. Supervise the rent collection and delinquency/prepaid process to ensure the timely payment of rents and to minimize excess funds in resident accounts.

  2. Supervise and assist with rent collection, invoice processing, purchase orders and petty cash when necessary.

  3. Complete monthly reviews to ensure monthly invoices are paid in a timely manner.

  4. Ensure all bank deposits are entered in the system prior to month end.

E. Front Desk Management:

  1. Take a lead role in understanding and updating all front desk emergency procedures and policies, as well as communicating any policy or procedure changes to all other front desk employees.

  2. Supervise the Front Desk staff to ensure that all are professional and courteous to residents and visitors and assist them appropriately.

  3. Supervise and periodically train the Front Desk staff to ensure that they remain knowledgeable in building operations and handling emergencies.

  4. Ensure there is adequate coverage for the Front Desk 24 hours a day.

F. Other:

  1. Perform the duties of other staff members, especially those you supervise, as needed to ensure work is done in a timely manner when staff are absent.

  2. Greet and assist any visitor or service personnel on the premises. Provide tours as needed.

  3. Conduct regular staff meetings and trainings when necessary to keep staff informed of changes and necessary information.

  4. Assist with organizing and carrying out festive events held for the enjoyment and benefit of the residents.

  5. Assist with coverage and oversight of the front desk.

  6. Implement emergency procedures for residents and/or the property and crisis intervention when on duty and when called upon during off-duty hours by the appropriate staff member.

  7. Consistently maintains a professional, courteous attitude when dealing with residents, co-workers, and the general public at all times, on or off the property.

  8. Work closely with other management staff in developing an integral team that effectively represents quality and professionalism and maintains open communication with the property management.

  9. Attend and participate in training seminars as requested.

  10. Perform other duties as assigned. All duties are to be performed with safety measures.

  11. Regular work schedule is subject to change with advance notice. Work schedule may change with short notice to cover emergencies, call-outs, vacations, etc.

Company DescriptionQuantum Real Estate Management LLC, is a residential management company specializing in HUD, tax-credit, and municipal developments headquartered in Bethesda, MDCompany DescriptionQuantum Real Estate Management LLC, is a residential management company specializing in HUD, tax-credit, and municipal developments headquartered in Bethesda, MD

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