Assistant Community Manager

JOB PURPOSE: 

Manage all leasing and marketing efforts of the community.  Oversees the Leasing staff and should be able to assist the Community Manager with all day-to-day operations of leasing office. 

PRIMARY DUTIES & RESPONSIBILITIES: 

Will always include those specifically assigned by the immediate supervisor. 

• Assist the Community Manager with oversight of the leasing team and training and ensure all company standards are being followed 

• Support Leasing Consultants in the leasing of apartments and ensure that Fair Housing guidelines are followed 

• Maintain lease files and computer records for the community 

• Meet regularly with Community Manager and Market Director to discuss leasing issues and community performance 

• Coordinate the renewal program and ensure that all residents are contacted through the renewal process 

• Conduct a monthly market survey and recommend pricing changes 

• Follow up with the leasing team to insure deadlines and standards are upheld. 

• Maintain the integrity of all social media outlets for community. 

• Suggest marketing recommendations and implement plan to achieve leasing goals. 

• Perform administrative duties as assigned by the Community Manager 

• Actively support the Community Manager and learn the job of the Community Manager to be able to effectively manage the community in the Community Manager’s absence 

Specific Responsibilities 

Daily/Weekly 

• E-mail:  Monitor community’s emails and follow-up to ensure all leads and resident emails are being responded to in a timely manner. 

• Phone: Train Leasing Consultants on proper phone etiquette and monitor all voicemails are answered in timely manner. 

• Prospect Handling: Train Leasing Consultants on how to greet, tour, and lease to prospects that visit the community’s leasing office.  Assistant Community Manager must make sure there is always office coverage available to work with prospects. 

• Leases:  Verify all lease paperwork that is completed by Leasing Consultants.  Review all leases and approve those that meet community’s rental criteria.  Note that Yardi entry can be delegated to Leasing Consultants once they are trained however the approval is to be completed by the Assistant Community Manager only. 

• Yardi Data:  The leasing consultants enter traffic, follow up, work-orders, and leases while the Assistant Community Manager ensures the integrity of the Yardi data. 

• Approvals/Renewals:  Review pending leases daily and approve/execute applicable prospects on Yardi.  (Note that this should not be delegated to Leasing Associates.)  Update renewal lease information once lease is received from leasing consultant.  

• Marketing: Plan and carry out all campus events, promotions, print and online advertising.  Keep Marketing Calendar up to date with all community events, promotions, and price changes. 

• Renewal Season:  Maintain the renewal notebook as activity occurs. Delegate responsibilities of contacting current residents to Leasing Consultants. 

• Goal Board: Maintain the community’s goal board and fill in properly as leasing occurs.  

• Work orders: Ensure work orders are entered into Yardi correctly.  Actual entry can be delegated to leasing and maintenance.  Ensure ALL work orders are called back. 

• Community Events: Regularly check in with staff to ensure all advertising and event planning is being completed. 

Monthly 

Leasing/Marketing 

• Review tour route, current availability, and leasing objectives with Leasing Consultants to train on the most successful techniques. 

• Market Survey:  Complete the survey and maintain relationship with competitors.  Delegate to seasoned leasing consultants occasionally. 

• Plan and order print ads to coordinate with advertising schedule and uphold relationships with publications. 

• Follow-Up Program: Check Leasing Consultants’ prospect notebooks & Yardi monthly to ensure procedures are being followed. 

• Complete Leasing Consultants work schedule each month. 

• Track all leasing activity, availability, and collaborate with leasing consultants to complete roommate matching for incoming residents. 

Resident and Promotional Events 

• Review leasing team schedule to ensure office coverage and all marketing needs are met. 

• Provide revisions when necessary for Promotion Summary Forms and ensure deadlines are documents are completed in timely manner. 

• Make sure leasing team is updating community’s website regularly and according to standards. 

• Visit the community events to support the team in their efforts.  Confirm all events are carried out as they were planned and documented by the Promotion Summary Form. 

• Oversee the production and distribution of the community newsletter. 

• Approve all social media communication before it is published. 

Move-Out/Move-In 

• Roommate Matching:  Work with entire leasing team and Community Manager to place residents in future apartment locations based on their roommate requests and preferences. 

• Resident Communication:  Assist the Community Manager with all Move-in and Move-out related communications to residents and guarantors. 

• Move-out Process:  Ensure that all administrative office procedures for Move-out follow IAC’s standards.  Train staff on proper procedure and are prepared to answer customer questions. 

• Move-in Packets:  Oversee the production of move-in packets, utilizing the office staff  to help assemble packets. 

• Inspection Forms: Organize Inspection forms, post move in/out and summarize issues so that Community Manager can review with maintenance staff. 

• Audit:  Conduct an audit on 100% of the lease files to ensure that proper documentation has been collected and maintained at least one month prior to move in.  Conduct Yardi audit one month following to ensure resident & guarantor contact is correct. 

• Move-in Day: Work side-by-side with Community Manager to plan move-in day; traffic flow, check-in process, vendor fair, & maintenance table. 

Ongoing 

• Train all staff members on proper leasing techniques and resident service 

• Evaluate unit prices in accordance with the market and budgeted goals 

• Oversight of resident services and activities, including supervision of leasing program 

• Assistant Managers who are well established should assist Community Managers in the overall operation of the property and seek training and guidance to manage the following areas and to allow for promotion: 

• Supervise and motivate leasing staff  

• Conduct weekly meetings with leasing staff 

• Ensure that the onsite staff provides the highest level of service to residents 

• Develop an annual marketing plan and conduct marketing reviews on a monthly basis 

• Approve all invoices for expenses and submit invoices in a timely manner 

QUALIFICATIONS:  

• 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. 

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, percentage, pro-rations, occupancy averages, and rents per square foot. 

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with residents in a proactive, professional manner so as to reduce conflicts and uncertainty in a relatively quick manner. 

• High degree of professionalism and demeanor resulting from previous property management or leasing experience 

• Good communication and listening skills 

• Excellent customer service and negotiation skills 

• Able to lead, manage and train others 

• Patient, even-tempered and works well under pressure 

• Able to be an effective team player and interacts well with others 

• Organized and detail-oriented 

• Firm, fair and consistent 

• Effective time management skills 

• Able to maintain confidentiality 

• Able to follow directions from a supervisor 

• Able to understand and follow posted work rules and procedures 

• Able to accept constructive criticism 

• Able to work weekends or overtime as job requires 

EDUCATION AND EXPERIENCE REQUIREMENTS: 

• Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience 

OTHER AND/OR PREFERRED EDUCATION/EXPERIENCE: 

• Knowledgeable in Microsoft Word/Excel/Entrata

CERTIFICATES, LICENSES, REGISTRATIONS: 

• None 

BUDGET RESPONSIBILITY: 

Check (_) all appropriate functions that apply to this job.  

_ Develop the budget and/or make recommendations that affect the allocation of funds. 

_ Administer the budget and/or make expenditure decisions once the budget has been approved. 

_  Monitor the budget and/or track the budget once it has been adopted. 

X Coordinate the budget and/or participate in the data collection and organization of budget materials. 

JOB PERFORMANCE AND SUCCESS FACTOR REQUIREMENTS: (These are the quantitative and qualitative measures that this role will be evaluated and held accountable for). 

Cooperation, Influence, Teamwork & Business Relationships – 25% 

□ Collaboration & Teamwork – 20% 

□ Cooperation – 20%  

□ Customer Service – 20%  

□ Influence – 20% 

□ Internal/External Relationships – 20%  

Decision Making/Initiative – 25% 

□ Analytical & Problem Solving – 16.67% 

□ Decisive – 16.67% 

□ Practical Judgment – 16.67% 

□ Action-Oriented – 16.67% 

□ Confidence & Risk Taking – 16.67% 

□ Effort & Self Development – 16.67%  

Job Knowledge and/or Job Specific Skills – 25% 

□ Job Knowledge – 16.67% 

□ Multi-Tasking – 16.67% 

□ Reporting – 16.67%  

□ Work Quality – 16.67% 

□ Work Quantity – 16.67% 

□ Creativity & Productivity – 16.67% 

Professional/Technical/Communication Skills – 25% 

□ Ethics & Values – 14.29% 

□ Integrity – 14.29%  

□ Perseverance& Determination – 14.29%  

□ Reliability & Punctuality – 14.29%  

□ Time Management– 14.29% 

□ Approachability & Composure – 14.29% 

□ Verbal & Written Communication – 14.29%  

SUPERVISORY RESPONSIBILITY: 

Does this job have supervisory responsibilities?  No 

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