Residential Assistant Portfolio Manager

3 weeks ago

Cincinnati, United States VineBrook Homes Full time

The Assistant Portfolio Manager conducts a multitude of duties and functions that contribute positively to the overall results of the portfolio, as defined by target operational metrics and financial performance goals. The Assistant Portfolio Manager is exposed and involved with all facets of the market's property management cycle, resident interactions, and oversight tasks as an extension of the Portfolio Manager, often acting as the first line of decision making for standard scenarios. Generally, prioritization of work, focus areas, and ad-hoc projects are at the direction of the Portfolio Manager.

Essential Duties and Responsibilities

  • General support to the Portfolio Manager on tasks, projects, organization, planning, and meetings at the direction of the Portfolio Manager
  • Property Management Cycle Tasks Management - The Assistant Portfolio Manager will often act as the first line of review, overview, approval or direction for core property management tasks in VineBrook's workflow:
  • Leasing Workflow:Agent performance monitoring via ShowPro review, lead follow-up and advertising of unit execution, conversion ratios, and participation in monthly goal setting and delivery
  • Application Screening - Monitoring the Applicant Tracking report to move applicants forward, collecting or communicating missing or needed data or documentation to Agents
  • Approval of Screened Residents with Approved Status
  • Rejection of Screened Residents with Reject Status
  • Initial investigation/documentation request and work on Conditional Status, presenting recommendation to PM if recommended for Approval Override
  • General agent support as deemed necessary advertising, posts, RentCafe, actual leasing
  • Compliance monitoring and responsibility lease uploads, complete files, etc.
  • R&M Workflow:
  • General participation in R&M performance review at PM direction or discretion
  • 1st tier escalation for upset residents interacting with service admin, admin, or retention specialist presenting issue and recommendation
  • Monitoring of open PM requests to ensure they are closed out in a timely manner and resident is communicated with via Assistant PM or Service Admin
  • Retention Workflow:
  • Participates in rate-setting discussions or planning for upcoming renewal letters
  • 1st tier escalation for upset residents to generate resolution PM Request, rate increate concessions, etc. monitored via retention rate and renewal rate growth goals
  • Delinquency/collections calls during first 10 business days
  • Violations management assistance as needed Delivery, calls, PM requests, close-out tracking
  • General retention specialist support as deemed necessary renewal signing assistance, property inspections, resident outreach, move-out confirmation calls, etc.
  • Turnover Workflow:
  • Monitoring and close-out of CAA and YU tasks in conjunction with PM
  • Setting YU units to on-show and setting market rates using SOP and market knowledge
  • Exposure to AE task, but with no authority for AE approval
  • General service manager support as necessary MIR assistance, agent pushback review, etc.
  • Financial Review:
  • Exposure and monitoring to periodic budget and actual results
  • Participation and review of results and goal setting or focus changes, analysis, or adhoc assignments to improve or correct areas of weakness relative to net operating income goals
  • General Tasks:
  • Assists the team with various tasks, essentially handling most administrative functions in the office, the overflow, resident follow-up, and any unassigned tasks
  • Assist with move-in or move-out tasks as volume necessitates
  • Month End Close assistance via report monitoring, agent accountability, compliance, etc.
  • Attends court proceedings when necessary
  • Special projects as assigned

Minimum Qualifications (Knowledge, Skills & Abilities)

  • 3+ Years property management experience
  • Bachelor's Degree
  • Strong attention to details, analytical, interpersonal and communication (verbal, written, and listening) skills
  • Highly organized
  • Ability to multi-task
  • Ability to thrive in a fast-paced environment
  • Aptitude with computers, internet, network phone systems, MS Office and Salesforce
  • Must be capable of working effectively with people from differing backgrounds/education levels
  • Valid drivers license is a requirement

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibility

This position has supervisory responsibilities over the Leasing Team and, when needed, over the Maintenance Turn and Work Order staffs in the absence of the PM and SM.

Travel

Local travel may be required as part of this position

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

We recognize that people come with a wealth of experience and talent beyond just the technical requirements of the job. If your experience is close to what you see listed here, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence; therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.

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