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Assistant Manager

3 months ago

Houston, United States Ashford Communities Full time
Job DescriptionJob DescriptionDescription:

We are looking for a Bilingual Assistant Manager for our communities in Houston, TX

What's AWESOME about Ashford Communities...

  • Our CULTURE focuses heavily on Teamwork, Trust, Fun, and Customer Care
  • Employees are rewarded and recognized for their efforts and performance
  • We offer real, deserved advancement opportunities

APPLY TODAY to be a part of one of the fastest-growing Owner - Managed Houston -Multifamily team ASHFORD COMMUNITIES. Read about us on our website, ashfordco.com

Minimum requirements:

  • 3 years of experience in the apartment industry
  • Fluency in English and Spanish

Position Summary:

The role of Floater Assistant Community Manager requires a high level of energy, a desire to make a real difference in people’s lives, and a commitment to anticipate and exceed the expectations of our residents and customers. The Floater Assistant Community Manager is responsible for effectively assisting the Regional Supervisor in the smooth day-to-day operational and financial administration of an Ashford community. They are specifically in charge of tracking make-ready units and spot-checking for completeness, purchasing, delinquency tracking, posting rents, and classifying and recording numerical data to keep financial records complete while assisting with the leasing, marketing, and resident relations for the community.


Essential Job Functions:

  • Accept rental payments and post rents to OneSite, prepare deposit slips on an ongoing basis
  • Send the required notices on time as per company policy regarding collecting delinquencies from residents
  • Comply with federal, state, and company policies, procedures, and regulations for eviction hold agreements, promise-to-pay agreements, and evictions.
  • Prepare final account statement for past residents within 3 business days
  • Provide accounting support to Management (Data gathering and analysis in preparation for Community Manager)
  • Enter invoices (approved by the manager) on the same date as the invoice is received with the correct coding according to company procedures
  • Create purchase orders in OneSite for office supplies, make ready and general maintenance supplies twice a month with correct coding according to company procedures
  • Maintain Asset Tracking sheet every month
  • Provide general clerical assistance to community office (permit processing, etc.)
  • Oversees all phases of leasing from initial phone call to move-in to guarantee excellent customer service and consistency in qualification processes
  • Assume the Community Manager’s duties/authority in the absence of an immediate supervisor in accordance with Ashford and community guidelines
  • Complete comprehension of the TAA lease contract and all addendums.
  • Create a list of units to be made ready on the Property worksheet in the 1st week of the month
  • Monitor and coordinate the process of making a unit ready from start to finish with the help of in house team and external vendors, following the company policies and procedures
  • Ensure that all proper and legal documents are received, current and accurately verified, and entered into the computer from new vendors prior to payment being processed
  • Monitor renewals. Distribute renewal notices 30/60/90 days in advance of lease expiration
  • Manages resident relations, which includes promptly and professionally attending to residents’ questions and concerns.
  • Keep track of resident referrals. Make sure resident referrals are properly requested following company policy in a timely manner and distributed to the referring residents
  • Assist in planning all resident functions. Attendance and participation in hosting in a minimum of (1) per month as directed by the Community Manager
  • Learn and ensure compliance with all company, local, state, and federal safety rules
  • Have a working knowledge of OneSite, Facilities+, Bluemoon, and Funnel CRM
  • Represent the company in a professional manner at all times
  • Follows company procedures regarding safety and emergencies
  • Assists with resident functions as needed
  • Performs other special projects and duties as assigned

Job Requirements:

  • Must be fluent in English and Spanish.
  • Must have at least 3 years of experience in the multifamily industry
  • A high school diploma or GED is preferred, or relevant equivalent experience in a related field
  • Self-motivated results driven with the ability to manage multiple projects
  • Superior customer service skills, including the ability to manage difficult situations
  • Strong attention to detail, organizational, planning, time-management, and problem-solving skills
  • Competence in the operation of telephone, copy machine, facsimile, personal computer/keyboard, Microsoft Office, and Google Docs, including Word, Google Docs, Excel, Google Sheets, and community software (OneSite, Facilities+, Bluemoon Forms, Asana, Community Boss, Gatewise, ILM) and knowledge of Internet, Email and Social Media as it pertains to marketing of community
  • Demonstrate strong oral and written communication skills
  • Strong ability to close a sale
  • Verbal, math, and reasoning skills
  • Ability to follow oral directions
  • Perform and complete tasks despite frequent interruptions
  • Flexibility with work schedule to include the ability to work extended hours periodically
  • Must be willing to travel and assist at other Ashford Communities as needed
  • Valid driver’s license. Competencies: Describe the skills and behaviors needed to be successful in this position.
  • Honesty, integrity, and strives to do “the right thing.”

Education & Training: Describe the education, training, and certifications required/desired for this position.

  • High School Diploma or equivalent; college degree preferred.
  • Knowledge and 2 to 3 years of experience in multi-family property management.
  • Certifications and/or active membership in an apartment association are preferred.

Obstacles: Describe obstacles that need to be overcome in order to accomplish the goals described above

  • Market variability
  • Customer Traffic
  • Limited apartment availability
  • Weather
  • Vendors
  • Online Reputation
  • Compliance
  • Technology
  • Confirm all required documentation for renewal processing.

Resources and Collaborators: Describe the functions that report directly to this position. Describe the other resources with whom this position will work most closely.
Critical internal collaborators include:

  • Regional Supervisor
  • Community Manager
  • Ashford Senior Leadership Team
  • Departmental Business Partners – Accounting, Marketing, HR, etc.
  • Maintenance Manager(s)
  • Maintenance Technician(s)
  • Leasing Professionals
  • Resident Relations

Success Measurables: Describe the performance metrics that will track to know if this position’s efforts are succeeding.

  • Property Budget Adherence
  • Property Occupancy Rate
  • Property Renewal Rate
  • Ticket Completion %
  • Property Retention Rate
  • Number of Resident Events Organized
  • Amount of Google Reviews Gained
  • Percentage of Leases Attained from Resident Referrals.
  • Property’s Google Rating
  • Property Make Readies
  • Property Collections
  • Property Delinquency
  • Accuracy of Property Invoices and Coding

Ashford Communities is an equal opportunity employer. The company shall ensure that decisions affecting employees are made without regard to their race, color, religion, sex, national origin, age, disability, citizenship, genetic information, or any other protected category under federal, state, or local law. Ashford Communities Equal Employment Opportunity requires the commitment of every Property Manager and Supervisor. All employees are expected to participate in and actively support these efforts. Substantial goals for this area of responsibility: Describe the major outcomes and opportunities that this position directly drives.

Requirements: