Assistant Property Manager
2 weeks ago
**OVERVIEW**:
The Assistant Property Manager is responsible for assisting the Property Manager in all phases of the property operations. Under the general supervision of the Property Manager has day-to-day responsibility for all property management functions, including but not limited to, indirect supervision of leasing staff, maintenance technicians, housekeeping and porters. Will oversee and supervise all contract workers and vendors during Property Manager’s absence. Responsible for property maintenance, leasing, tenant retention, collections, resident relations, risk management, assist Property Manager in preparing property budget, financial and occupancy reporting. Unit refurbishments, property activities, property appearance/condition, and providing or directing on-site or general leasing activities. Will participate in community outreach activities.
**ESSENTIAL FUNCTIONS**:
- Responsible for assisting the Property Manager in maintaining the physical asset and maximizing the financial returns, in accordance with the owner’s objectives.
- Assists property Maintenance Supervisor & Property Manager with special projects and administrative tasks.
- Adheres to all state & federal laws, regulations and rules, including, but not limited to: Fair Housing Act, Fair Credit Reporting Act, Fair Employment Housing Act, ADA, OSHA and IRS section 42 (if applicable).
- Executes under only general supervision special assignments and tasks.
- Ensures staff compliance with company policies and procedures.
- Who customarily and regularly exercises discretion and independent judgment.
**Maintaining the Physical Asset**
- Will oversee and supervise all contract workers and vendors during Property Manager’s absence.
- Receives maintenance service requests, fill out work orders/Purchases orders, schedules repairs with maintenance staff, follow up to be certain repairs were completed properly.
- Makes regular inspections of grounds, including all common hallways at least once a day.
- Makes recommendations for physical repairs, replacements, and/or improvements.
- Recommends expenditures, within budget allocations.
- Marketing and Leasing_
- Adheres to all the advertising and marketing programs.
- Assists Property Manager to assure the update of all advertising sources (weekly).
- Assists in the preparation of market surveys.
- Makes recommendations to improve marketing and leasing programs.
- Tenant Management_
- Adheres to the rent collection programs: Posts 3-day notices, prepares statements and overseeing the timely collection of all rents by the fifth day of each month.
- Process move-in and move-out procedures in accordance with Company’s operations manual.
- Handles 3-day and other resident related notices and completes evictions proceedings when necessary, with prior approval from the Property Supervisor.
- **Financial Reporting and Control**_
- Assist Property Manager in preparation of the Annual Budget.
- Process daily check scan batches.
**Administration**
- Will be responsible for preparation of any disciplinary actions (in Property Manager’s absence) in accordance with company policy and ensure consistency.
- During Property Manager’s absence, handles any emergency that may arise on site. On-call
- must handle all emergencies including but not limited to maintenance emergencies, natural disasters and noise and security emergencies if necessary.
- Reviews security staff daily reports and responds accordingly.
- Communicates all problems and makes recommendations to Property Manager.
- **Relationships**_
- During Property Manager’s absence, supervises all on-site personnel, including staff supervisors and any contract workers.
- Maintains relationships with other departments within the company, including but not limited to accounting and data processing, HR, and Risk Management.
- Maintains relationships with prospective residents, the community, and other professionals in industry i.e. Chamber of Commerce, CAA, and IREM.
- Maintains relationships with suppliers, vendors, and professionals servicing the company or property.
- Will participate in community outreach activities.
**QUALIFICATIONS**:
- High school diploma or equivalent.
- Ability to read, write, and communicate in English.
- Must have computer knowledge with: MS Office (Word, Excel, and Outlook) and Yardi.
- Must have complete understanding of legal requirements of property management and Fair Housing rules and regulations.
- Must exercise considerable judgment and discretion involving confidential information.
- Must have excellent time management and organization skills.
- Must be able to handle multi-tasks and be able to prioritize workload.
- Must possess a valid Driver’s license, registration, and valid car insurance.
- Ability to understand and interpret financial statements and records. Work within a budget and obtaining bids.
- Prior experience with purchasing and work order processes.
- Appearance compatible with image of
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