Assistant Property Manager

Job DescriptionJob DescriptionBenefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Job Description

Essential Functions:
Provides assistance to Property Manager in maintaining all aspects of property operations, with a concentration on the accounts payables and accounts receivables function
Provides assistance with planning and measuring property goals

Supervisory Responsibilities:
None

Problems and Challenges of Position:
Must work conscientiously to insure Association satisfaction with all aspects of property management
Manages difficult or emotional customer situations

Decision Making Latitude:
Determine majority of work priorities
Know when to escalate problems to Supervisor

Competencies:
To perform the job successfully, an individual should demonstrate the following competencies:
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; 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; uses reason even when dealing with emotional topics
Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities
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
Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions
Written Communication - Writes clearly and informatively; presents numerical data effectively; able to read and interpret written information
Teamwork - Exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed
Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness
Business Acumen - Understands business implications of decisions; displays orientation to profitability; demonstrates knowledge of market and competition; aligns work with strategic goals
Cost Consciousness - Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue; conserves organizational resources
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethics
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; respects diversity
Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions
Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; takes calculated risks to accomplish goals
Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans
Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments
Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality
Quantity - Completes work in timely manner; works at a good pace
Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events
Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals
Initiative - Takes independent actions and calculated risks; looks for and takes advantage of opportunities in the best interest of SFCM and building/Association
Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention
Strong customer service, communication and interpersonal skills required. Demonstrates attention to detail

Educational and/or Experience Requirements:
Associates Degree, or two years related experience and/or training; or equivalent combination of education and experience

• Good command of the English language, both written and verbal
• Thorough knowledge of professional business practice when representing the SFCM

Spanish is helpful but not mandatory

Certificates, Licenses, Registrations:

• Valid Florida Driver License.

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
Must be able to communicate orally and in writing in English
Spanish is helpful but not mandatory

Essential Duties and Responsibilities:
Core duties and responsibilities include the following.
Assists the Property Manager in the initiation and management of all core business processes, including leasing, resident relations, marketing, maintenance, budgeting, accounts receivables, accounts payables, vendor relations, selection and recruitment, and team member development
Answers incoming phone calls professionally and handle inquiries accordingly, whether the caller is a prospective resident, resident, unit owner, Board Member, SFCM team member or vendor
Takes resident service requests in a complete and accurate manner, routes them to maintenance for prompt processing and conducts follow-up with residents/unit owners/Board Members
Physically inspects the property when on grounds, picks up litter and reports any service needs to the maintenance team
Completes all lease and/or purchase applications and participates in the verification of applications. Communicates with Property Manager regarding outcome of background searches. Notifies prospective residents and/or purchasers of results
Completes all paperwork
Accepts deposits, if so required, from residents on behalf of Association, and not on behalf of unit owner
Maintains accurate resident records/tenant rosters
Updates deposits and applications fees received from residents, prospective residents, unit owners, prospective unit owners
Works with accounting department to issue appropriate notices such as late payment, eviction notices, returned check memos, etc.
Minimizes delinquencies through consistent follow-through on collection activities, including phone calls, notices and personal visits
Organizes and files all applications, reports, leases, and other paperwork
Maintains an awareness of property performance goals and progress toward those goals
Assists in the management of purchase order process
Must have reliable transportation for company errands, as necessary
Works with accounting department to ensure ledgers, bank deposit slips, property financial reports, etc. are error-free
In conjunction with Property Manager, trains and motivates office team members and maintains an awareness of training resources available and encourages the development of team members
Leads by example when dealing with residents, prospective residents, unit owners, prospective unit owners, Board Members, and vendors
In the event of the temporary absence of the Property Manager, assumes the leadership role in the office.
Strives to meet residents needs
Follows through on resident problems to satisfactory resolution and communicates problems to any necessary party to facilitate resolution
Regularly monitors resident satisfaction in person and through follow-up phone calls and utilizing Customer Satisfaction Surveys
Maintains awareness of local market conditions and trends and makes suggestions for improving resident relations
Presents property professionally
Speaks clearly and assertively when communicating with residents, prospective residents, unit owners, prospective unit owners, Board Members, SFCM team members and vendors
Creates resident communications such as notices, renewal letters, newsletter and flyers, as required
Contributes to the creation and distribution of marketing flyers
Communicates regularly with the Property Manager and other team members regarding property status, traffic activities and suggestions for improved property performance
Able to be trusted with property assets and confidential data
Maintains confidential resident files and data
Maintains confidences in relation to residents and unit owners financial information
Follows through on commitments
Identifies and researches discrepancies in property records
Identifies and researches discrepancies in resident records
Maintains composure when managing multiple demands
Projects positive, professional image of self, property, and the Company at all times
Begins daily work quickly and independently
Focuses on the completion of tasks and activities
Identifies potential problems and suggests solutions
Seeks out and utilizes available resources, including SFCM team members, training manuals and guides, etc.
Uses assertive communication techniques to minimize delinquencies and expedite collection of regular and special maintenance assessments
Conducts themselves in a professional, business-like manner
Maintains relationships with residents, unit owners, associates, Board Members, and vendors on a professional level at all times

All Other Duties As May Be Assigned

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