Assistant Apartment Community Manager
1 month ago
Job Description
Want to take your career to the next level? Would you like to work for an industry leader with 50+ years’ property management experience? If so, Mid Continent Management is seeking an Assistant Community Manager for a portfolio of communities located in New Brighton and surrounding communities.
SUMMARY:
This position is responsible for assisting the Community Manager with the daily operations of their assigned portfolio of multi-family and/or commercial properties. This includes effectively managing and coordinating staff, vendors, and all other available resources to accomplish community objectives for occupancy levels and rent collections as set forth by ownership in conjunction with the Portfolio Manager.
ESSENTIAL RESPONSIBILITIES:
Administrative and General Duties
• Greets visitors and responds to incoming phone calls, texts, and emails from prospects, residents, and vendors, promptly addressing all comments, concerns, and requests.
• Provides general clerical assistance to Community Manager, including generating and/or distributing correspondence and notices to prospects, residents, vendors, owners, and staff.
• Creates and/or distributes community newsletters, pamphlets, flyers, etc.
• Assists Community Manager with educating residents about community rules, lease terms, etc. and on compliance enforcement efforts.
• Assists Community Manager with timely rent collections and managing delinquent balance collection efforts, including acceptance of late rental payments, and enforcing payment plans.
• Executes leasing activities (e.g., scheduling and completing unit showings, prospect qualification, guest card preparation, prospect application assistance, application submission) in accordance with the company policies and Fair Housing requirements.
• Demonstrates community and unit product knowledge by applying knowledge to prospect needs through communicating desired features and benefits to close the sale.
• Follows up with prospects to close the sale (i.e. lease) or to refer them to sister communities that meet prospect’s needs when a sale cannot be closed.
• Completes applicable lease paperwork and related forms, ensuring all lease files are completed, executed, and filed properly.
• Orients new residents/tenants to their respective community.
• Monitors renewals; distributes and follows up on renewal notices.
• Works with leasing office staff to track current and future vacancies, and to monitor availability boards to accurately communicate availability to prospects and management.
• Works with leasing office staff to track daily calls and showings on appropriate traffic reporting to accurately communicate traffic to management.
• Completes inspections with residents move-in/move-outs.
• Works with Community Manager to coordinate every unit turnover with maintenance and caretaking staff to ensure timely condition of units after move-out.
• Works closely with Community Manager and maintenance staff to schedule, monitor, and follow up on all maintenance activity.
• Works with caretakers, groundskeepers, and snow removal technicians to ensure the clean and tidy appearance of the properties.
• Promptly reports to management any hazardous work conditions, property liability concerns, or illegal activity occurring at a Mid Continent owned or managed location as soon as practicable after it becomes known.
• Works with pool monitors to ensure all pool area policies are followed by residents and their guests.
• Assists Community Manager with hiring, training, motivating, and supervising all on-site staff.
• Works with the Community Manager and staff to complete pertinent safety checklists.
• Assists Community Manager with the planning and execution of resident outreach events.
• Participates in outreach marketing activities on a regular basis to obtain prospective residents.
• Assists Community Manager in conducting market surveys and shopping competitive communities.
• Periodically runs routine errands to purchase supplies and equipment.
• Represents Mid Continent Management in a professional manager at meetings, training seminars, conferences, and industry events.
• Works with the Community Manager to ensure that residents/tenants are provided with a safe, clean, and well-maintained home/work environment.
• Complies with all federal, state, local, and company policies, procedures, and regulations.
Back-Up Duties
• Assumes Leasing Consultant’s duties/authority in their absence in accordance with company and community guidelines.
• Assumes Community Manager’s duties/authority in their absence in accordance with company and community guidelines.
NON-ESSENTIAL RESPONSIBILITIES:
• Performs other customer service, leasing, caretaking, groundskeeping. snow removal, and administrative related duties as assigned by management.
SUPERVISORY RESPONSIBILITIES:
• Indirectly supervises a variety of positions, including Leasing Consultants, Lead Maintenance Technician, Maintenance Technicians, Caretakers, Groundskeepers, Pool Monitors, and Snow Removal Technicians as applicable within their portfolio of communities.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
QUALIFICATIONS AND REQUIREMENTS:
• High school diploma or general education degree (GED), or one to three years related experience and/or training, or equivalent combination of education and experience.
• Valid Minnesota driver’s license and proof of current liability insurance coverage required.
• Computer skills: accounting software (AvidXchange); internet software (Chrome); spreadsheet software (Excel); contract management systems (Rent Manager 12); word processing software (Word); electronic mail software (Outlook).
• At least one year of experience in property management required.
• Availability to work on first and last day of each month required.
• Possession an operable vehicle required to run errands and perform other remote tasks.
• As a condition of employment, employee must successfully complete a background investigation.
KNOWLEDGE, SKILLS, AND ABILITIES:
• Comprehensive understanding of Fair Housing laws or ability to obtain this knowledge required.
• Ability to promptly obtain a comprehensive understanding of the Mid Continent Management Employee Handbook.
• Basic accounting comprehension, including understanding of financial terms and principals, and the ability to calculate simple figures such as sums, percentages, and averages required.
• Service driven, highly organized, detail-oriented, has a strong work ethic, is flexible, takes initiative and can work in a fast-paced environment.
• Bilingual English/Spanish preferred, but not required.
PHYSICAL DEMANDS:
• Frequently required to stand and walk throughout the workday both indoors and outdoors in all weather conditions and on various outdoor terrains to complete showings and complete various property inspections.
• Occasionally required to sit to perform administrative tasks.
• Continually required to utilize hand and finger dexterity for typing, writing, and use of various office equipment.
• Occasionally required to reach, and extend arms while performing varied work activities, including holding items weighing up to 10 pounds.
• Occasionally required to transport, push, and use heavier vibrating equipment (e.g., snow blowers) for up to long periods of time (i.e. one or more hours) when assisting snow removal staff.
• Occasionally required to climb, balance, bend, stoop, kneel or crawl, such as when completing unit, building, or property inspections or when assisting caretaking or groundskeeping staff.
• Frequently required to climb when ascending stairs.
• Occasionally required to balance when carrying items or performing work tasks requiring two hands.
• Frequently required to talk or hear to communicate with colleagues, owners, prospects, residents, and vendors to effectively exchange accurate information.
• Occasionally required to smell, such as when identifying foul odors.
• Occasionally works in high, precarious places, using an appropriate ladder or step stool when inspecting units.
• The employee must occasionally lift, push, and/or move up to 50 pounds independently and continually lift, push, and/or move up to 10 pounds independently.
• Specific vision abilities required by this job include close vision; distance vision; color vision; peripheral vision; depth perception and ability to adjust focus.
TOOLS AND EQUIPMENT USAGE:
• Continuous use of a computer and other office equipment (e.g., calculator, copy machine, printer).
• Occasionally use of housekeeping tools and chemicals (e.g., broom, mop, scrub brush, vacuum).
• Occasional use of seasonal equipment and chemicals (e.g., snow blower, deicer, shovels, salt/sand dispensers).
WORK ENVIRONMENT:
• Frequently exposed to varying, occasionally extreme, outside weather conditions and temperatures for long periods of time (i.e. one or more hours) to perform exterior inspections and other grounds related responsibilities.
• Occasionally exposed to wet and/or humid conditions (non-weather), such as when inspecting pools, saunas, or wet or flooded areas.
• Occasionally works around fumes, airborne particles, or toxic chemicals, such as cleansers, paint, solvents, and lubricants.
• Occasionally works near moving mechanical parts, such as when power tools, landscaping equipment, or snow removal equipment is used.
• While performing the duties of this job, the noise level in the work environment is usually quiet, with occasional loud periods, such as when working in areas where power tools, landscaping equipment, or snow removal equipment are being used.
• Frequently exposed to work interruptions, the need to react to emergency situations, and potentially challenging customer service situations.
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