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Assistant Property Manager

1 month ago

Chicago, United States HHDC Full time
SUMMARY

The Assistant Property Manager assists the Property Manager with day-to-day operations to ensure successful day-to-day operations of the property. The Assistant Property Manager must be able to interact with a wide range of people and display courtesy and diplomacy in handling residents' and property situations. In the Property Manager's absence or in emergency situations, the Assistant Property Manager must be able to assume the Property Manager's responsibilities under the direction of the Property Supervisor

ESSENTIAL JOB FUNCTIONS include the following.

Administration
  • Maintenance of property files and records.
  • Completes resident files and ensures files are properly maintained to HHDC (Hispanic Housing Development Corporation) and regulatory agency standards. Monitors lease compliance matters and reports any issues to the Property Manager.
  • Communicates all problems and unusual cases and makes recommendations to the Property Manager and the Property Supervisor.
  • Reports all insurance related matters to the Property Manager and HHDC.
  • Assist in ordering office maintenance supplies and helps maintain equipment inventories.
  • Assists with staff training as needed.
  • Fields all telephone calls, knowledgeably and efficiently.
  • Fulfills all clerical needs for the property (i.e., opens and distributes mail, types and copies letters and memos, etc.)
  • Is responsible for initial leasing and lease renewals in accordance with policy and procedures set by management and regulatory agencies.
  • Processes re-certifications (i.e., sets up interviews, assist with filling out forms, follows up with processing information, performs rent calculations, prepares leases).
  • Handles all receivables (i.e., rent collection)
  • Prepares reports for Property Manager's approval.
  • Handles data entry and computerized Tenant Accounting (MRI).
  • Handles maintenance paperwork (i.e., filing reports, time sheets, schedules, appointments).
  • Assists in preparation of monthly and special reports.
  • Works with residents to determine specific needs and interests for resident programs.
  • If a Resident Service Coordinator is not assigned to the site(s), develops yearly resident/social programming calendar of social and recreational activities, informative meetings, and educational workshops for all age groups.
  • Other duties as assigned.
Maintaining the Physical Asset
  • Processes and creates work orders as needed for maintenance staff.
  • Assists with follow-up inspections of maintenance work and surveys resident satisfaction.
  • Inspects site grounds and common hallways on a regular basis.
  • Monitors make-ready status of vacant apartments.
  • Monitors/assists in annual and all scheduled unit and site inspections.
  • Other duties as assigned.
Marketing and Leasing
  • Assists with compliance with all regulatory agency policies and Tenant Selection Plan requirements (i.e. Fair Housing and Occupancy compliance).
  • Maintains names on waiting list; conducts annual updating/opening and closing of lists.
  • Assists with applicant screening in accordance with tenant selection criteria.
  • Submits monthly occupancy reports to Property Manager and HHDC.
  • Conducts marketing outreach to local agencies, organizations, and businesses. Familiarizes self with the surrounding communities and resources.
  • Assists with move-in and move-out procedures; prepares necessary documents.
  • Conducts market surveys and updates on a regular basis.
  • Helps prepare advertising for newspapers.
  • Completes traffic reports.
  • Other duties as assigned.
Resident and Community Relations
  • Assist with responses for inquiries or complaints from residents, community agencies, or area residents.
  • Assists with establishing networks with community services.
  • Attends monthly tenant and community meetings as needed.
  • Assists with the monitoring and compliance of ADA requirements of residents.
  • Acts as a liaison and advocate on behalf of the residents to public and private agencies.
  • Other duties as assigned.
Financial Reporting and Control
  • Carries out rent collection program and follow-up procedures for delinquent rent and evictions in accordance with approved HHDC policies.
  • Assists with the maintenance of all financial records and reports in accordance with fiscal policies of HHDC and regulatory agencies.
  • Assists in preparation of budget.
  • Assist with the preparation of and submits monthly reports to HHDC and regulatory agencies on a timely basis.
  • Assists in collecting rents when due, making deposits electronically and posting to tenant's ledger in a timely manner.
  • Implements rent as per rent schedule and assists with rent increase requests.
  • Assist with the preparation of annual utility allowance survey.
  • Conducts monthly HAP (Housing Assistance Payments) and rent requests submissions to all agencies.
  • Other duties as assigned.
SUPERVISORY RESPONSIBILITIES
  • None; except but may supervise office staff, maintenance staff, and contract workers when filling in for manager.
The work environment and 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.

WORKING ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Position experiences interruptions and shifting priorities. May be required to deal with difficult people; expected to handle residents and visitors with calmness, diplomacy, and good social skills.

Must be willing and able to work in all indoor and outdoor environments as required by the essential functions of this position.

PHYSICAL DEMANDS

The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job: walking, sitting, standing, stooping, kneeling, or crouching, reaching, climbing, handling; carrying and lifting objects, using office and computer equipment (visual contact and keyboard manipulation) as well as the telephone system.

Additionally, must be able to perform the physical functions of the position, which may include, but are not limited to: ability to walk property, including any flights of stairs, to complete physical inspections, deliver resident communications, and show apartments. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regular, predictable attendance and punctuality are imperative job functions. Must be able to work scheduled hours, Monday through Friday including occasional overtime as needed.

MINIMUM QUALIFICATIONS
  • High school diploma or equivalent. Two years of college preferred.
  • Proficient with Microsoft Office products and property management software.
  • Basic math, strong attention to detail and high organizational skills are required.
  • One year of leasing experience preferred.
  • Must have or be able to obtain within 6 months a Leasing Certificate as required by state.
  • Knowledge of fair housing regulations.
  • Must have/obtain HUD and/or Tax Credit Certifications as required by type of affordable housing program of property.
  • Bilingual in (English/Spanish) may be required depending on resident demographic needs.
  • Good written and oral communication skills.
  • Confident, positive attitude and manner.
  • Able to interact effectively with diverse cultures.
  • Can defuse a complicated issue between employees/residents
  • Valid Driver's License, vehicle, insurance, and safe driving record.
  • Can travel between locations if needed.
SUCCESS FACTORS
  • Conveys a professional and friendly demeanor when communicating with coworkers, tenants, and others to build and maintain positive relationships.
  • Double-checks all reports to ensure accuracy.
  • Demonstrates ability to support and contribute to team.
  • Prioritizes tasks efficiently to maximize business impact.
  • Exercises sound judgments in stressful situations to solve the problem quickly and efficiently.
  • Participates in training to comply with new or existing laws.