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Assistant Community Manager

3 months ago

Pittsburgh, United States TREK Development Group Full time
Job DescriptionJob Description

Position Description: 

The Assistant Community Manager works to advance TREK’s mission: to Create Value, Strengthen Communities, and Enhance Lives at our various communities.  With this Triple Aim in mind, TREK and its employees are committed to the three tenants of our Hospitality Covenant: We treat everyone with the kindness we all want; we each do our part to take care of the place where we live and work; and we take the time to help each other achieve our goals and aspirations. Under the direction of the Community Manager the Assistant Manager is responsible for all phases of the property operations and to act in that capacity in the absence of the Community Manager.  Emphasis on administration of the property operations and leasing, assistance in monitoring the financial operation of the property to meet the goals of the budget and revenue goals of the property, resident retention and providing a quality living experience for the residents.  To work in partnership with the Community Manager to find ways to improve the performance of the business. Consistency with the company standard operating procedures, adherence to the TREK’s Mission Statement and ensuring that the site is in compliance with all regulatory requirements with all team members is imperative. 

Essential Functions: 

  • Be a driving force of the Hospitality Covenant by modeling, inspiring, communicating, supporting and holding staff and residents accountable  

  • Assist with the day-to-day operations of the property through excellent communication and feedback.   

  • Assist in preparation of budget and Monthly Operating Report.  Meet revenue, occupancy and resident satisfaction goals. 

  • Monitor, direct and track performance of leasing, retention and re-certifications.  Prepare Resident certifications and handle the complete leasing process including processing applications, verifications, data entry and reports.   

  • Adhere to the Tenant Selection Plan, Fair Housing regulations and any other regulatory requirements.  Screen prospect application and income qualifications to assure compliance. 

  • Anticipate vacancies and be proactive in insuring that occupancy remains at budgeted levels.  Keep informed of market conditions and update competitive market analysis quarterly. 

  • Enter/code all invoices, post rents, make deposits and maintain accurate resident ledger accounts in Realpage timely.  Review and have a thorough understanding of all related RealPage reports.   

  • Monitor the rent balance due for all residents and take appropriate actions to collect rents on time.  Contact delinquent residents, send out late or quit notices as required. 

  • Communicate with the Property Manager, Resident Specialist, and any Resident Services staff to keep them apprised of issues.   

  • Develop a thorough understating of all aspects of managing a property.  This will include:  business goals, budgeting, risk management, physical assets, maintenance, compliance, reporting, personnel management etc. 

  • Oversee the operations of the office to include; office hours, filing, computer systems, reports, etc.  

  • Answer phones (by the 3rd ring using company greeting) and greet visitors.  Make all feel welcome and that they are important to us. 

  • Inspects property, picks up litter, reports service needs to Community Manager or Service Techs. 

  • Handle all resident issues and concerns, partner with Community Manager as needed and that is consistent with TREK’s Hospitality Covenant which includes the ability to offer both support and accountability to many people in different situations. 

  • Personal contact and follow-up as needed on complaints in an effort to minimize individual problems residents may have in their dealings with one another and integrating into the community. Utilize tools such as Network Night, Design Team, and Mutual Support Groups to mitigate these issues as necessary.  

  • Maintain the company standard on maintenance functions by monitoring consistency and quality of preparation of market ready apartments and timely response to service work orders.  

  • Assist in recruitment, training, supervision and motivation of team members and participate in the preparation of the annual reviews and performance management process. 

  • Perform other duties are required. 

Additional Responsibilities: 

  •   Participation in TREK design teams, network nights, synergy sessions, and all staff meetings 

  • Attend trainings, seminars and conferences.  

  • If site does not have a Resident Specialist, the Assistant Property Manager will assume these responsibilities. 

Knowledge, Skills and Abilities: 

  •  Strong Microsoft Word, Excel, Outlook and RealPage or other industry software experience required 

  • Initiative and the ability to deal with multiple tasks at one time 

  • “Excellent Customer Service skills” required 

  • Aptitude for numbers and complex analysis/ accounts receivable and accounts payable 

  • Outstanding people skills and the ability to motivate others 

  • Knowledge of all regulatory programs, polices and Federal Housing Laws and Guidelines.  

  •   Excellent verbal and written communication skills required 

Physical Demands & Work Environment 

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. 

  • The employee is occasionally required to move around the building or site. 

  • May require travel dependent on business needs. 

  • Must work under deadlines and ability to meet deadlines. 

  • Frequently moves equipment weighing up to 50 pounds across site. 

  • Constantly works in outdoor weather conditions. 

  • The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. 

Education & Experience: 

  • College degree  or 3+  years of progressive career path in Property Management, Hotel, Hospitality or Retail required 

  • 2+ years of experience in Property Management, Hotel, Hospitality or Retail preferred 

  • Industry designations (COS, LIHTC, ARM®, etc.) preferred 

  • Ability to achieve certification within 6 months of hiring to meet any specific site/area needs 

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