Assistant Property Manager

3 weeks ago

Chicago, United States Ivy Residences Full time
Job DescriptionJob Description

JOB DESCRIPTION

As an Assistant Property Manager, you are primarily responsible for providing comprehensive support in all aspects of property operations, including work orders, building maintenance, inventory analysis, reporting, property management, customer service, maintenance, make ready process, and administrative activities.


RESPONSIBILITIES (Including but not limited to)

  • Consistently achieves property performance goals as it relates to income, expense control, and building maintenance.
  • Manage the work order process: assigning work orders to staff and vendors, following up to ensure work is completed to our standards. Quality control visits once work orders are completed.
  • Manage the entire Make Ready process from start to finish including pre move-out inspections, scheduling of vendors or staff, ensuring that apartment is turned within 7 days.
  • Creative problem solver who brings ideas to the table such as ways to reduce turn time, turn cost, and vacancy loss.
  • Issue notices to residents for issues, office closures, maintenance issues, building maintenance, etc.
  • Assists in answering phone calls and processing online inquiries as needed.
  • Ensures efficient and courteous response to all resident requests.
  • Responsible for the efficient and timely reporting, maintenance and submission of all administrative forms, files and reports.
  • Reports any unusual or extraordinary circumstances regarding the residents or the property to manager.
  • Order supplies for turns, work orders, and building maintenance minimum of once per week, but as needed by maintenance.
  • Research and address any code violations by entering work orders, following up, and confirming completion with pictures/invoices.
  • Building walks on as-needed basis.
  • Obtain multiple bids for large scale projects.
  • Review and respond to work orders daily to ensure that customers are given accurate information regarding repairs.
  • Responsible for updating make ready date in yardi if a turn will be completed ahead or behind schedule.
  • Mark apartment as "Made Ready" in yardi once turn is complete and apartment has been walked.
  • Ensures that the property maintains all compliance regulations, including code violations being addressed in a timely manner.
  • Assists the Property Manager in interviewing, screening and hiring of any potential employee for all departments.
  • Assists the Property Manager in subsequent orientation, training and scheduling of all Team Members.
  • Conduct occupancy checks and inspects vacant apartments.
  • Correspondence with maintenance techs, vendors, residents, etc. to ensure that work orders are completed in a timely manner.
  • Review down apartments and develop plan and budget to bring them back to leasing condition.
  • Unit renovation management as needed.
  • Participates in Ivy Residences training as required.
  • Any other duties as assigned.

QUALIFICATIONS

  • Property management experience is preferred
  • Maintains a consistent level of professional customer service
  • Thorough knowledge of Ivy Residences policies and procedures
  • Excellent computer skills: Microsoft Word, Excel, and Outlook
  • Maintenance knowledge a plus
  • Working knowledge of Yardi is preferred
  • Available to work weekends
  • Ability to thrive in a fast-paced environment and manage multiple projects simultaneously
  • Project Management experience preferred
  • High School Diploma or GED required
  • Ability to embody the Ivy Residences Culture and Ivy Residences Core Values every day
  • College Degree in Business, Real Estate, Communications, or related field preferred

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 use hands to finger, type, handle, or feel and talk or hear. The employee is regularly required to stand; walk; reach with hands and arms, climb, stoop, or squat. The employee is often required to sit. Incumbents must be able to physically access all exterior and interior parts of the property and amenities and must be able to work inside and outside in all weather conditions including, but not limited to rain, snow, heat, hail, wind, or sleet.

The employee must be able to push, pull, lift, carry, or maneuver office products and supplies of up to twenty (20) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Routine, local travel is required to attend training classes, client visits, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position. Overnight travel is required to attend company functions, training, property visits, and other situations necessary for the accomplishment of special projects that may be assigned from time to time.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.


BEHAVIORS

  • Team player working alongside coworkers to achieve goals
  • Solution-oriented creatively finding solutions to bring about positive resident experiences and interactions
  • Proactive looking to dig in and tackle tasks as they arise

MOTIVATIONS

  • Resident Experience you want our residents to love living in our building and to tell their friends about Ivy Residents
  • Growth Opportunities believing in professional and personal development through hard work, strategy, and consistent feedback


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