Assistant Property Manager

4 days ago

Eugene, Oregon, United States Homes For Good Full time
Job Summary

Homes for Good is seeking a highly skilled Assistant Property Manager to join our team. The successful candidate will be responsible for coordinating and performing property management functions to ensure excellent customer service, maximum occupancy, successful tenancy, program compliance, and self-sufficiency of program participants.

Key Responsibilities
  • Assist Property Management Supervisor in coordinating the business operations of Public and HUD Multifamily Housing.
  • Plan day-to-day operations of site offices, dealing with immediate resident concerns, checking messages, drop box, and emails, and serving as a contact for day-to-day activities.
  • Coordinate and assist residents with move-ins and move-outs.
  • Collect, record, and deposit rental payments and security deposits.
  • Accept and forward Notices of Intent to Vacate to manager, perform or assist manager with move-out inspections.
  • Facilitate rent collection tracking and enforcement, including managing late rent notices, balance reminders, and repayment agreements.
  • Receive and enter maintenance work requests, support the central maintenance request phone line, and assist in maintenance and vendor communication and coordination.
  • Participate in efforts to maintain resident occupancy, meet with residents to identify, assess resident concerns, complaints, or grievances, and act to resolve issues or refer to manager or appropriate Homes for Good personnel.
  • Perform a wide variety of general office and complex clerical duties in support of Property Management staff, including typing, filing, record keeping, public and multi-line reception, data entry, provide support in organizing, composing, proofreading material for letters, memos, minutes, reports, forms, work orders, and other documents.
  • Independently respond to letters and general correspondence of a routine nature.
  • Draft and send resident correspondence using approved procedures and templates.
  • Perform routine calculations, compile information as needed.
  • Show vacant units to applicants and provide applicants with information about the apartment, community, amenities, and other information.
  • Assist in obtaining required documents and verifications for annual recertification.
  • Assist residents in completing required paperwork and maintaining program eligibility and compliance.
  • Utilize Agency systems to track and enter resident activity in an accurate and timely manner.
  • Create and maintain tracking systems to ensure appropriate reports are completed and filed on time; maintain hard copies and computer files of all documents related to office activities; data entry.
  • Assist manager and resident services in planning, organizing, and coordinating community-building functions such as resident meetings, field trips, potlucks, or holiday events.
  • Conduct periodic property inspections to maintain site safety, cleanliness, and appearance; refer matters to appropriate staff, report issues or deficiencies to manager.
  • Compose and distribute community flyers, notices, newsletters, and other information to residents as needed.
  • Attend mandatory training sessions and staff meetings as directed.
  • Maintain and order necessary office supplies and AMP inventory; maintain assigned office; maintain manuals and update resource materials; revise and maintain accurate records of purchases and depletion of stocks; prepare purchase orders as directed.
  • Assist in scheduling Agency-approved contractors and tracking contract work and payments.
  • Prepare promissory notes and assist Property Managers in all tenant payments.
  • Perform related duties and responsibilities as required.
Requirements
  • Knowledge and experience in the following areas: Principles and practices of property management, leasing and marketing.
  • Operations, services, and activities involved in low-income housing administration.
  • Landlord/Tenant law, ADA, and Fair Housing regulations.
  • Community resources available to low-income residents.
  • Principles and procedures of filing and record keeping.
  • Basic report preparation and research techniques.
  • Learn and understand the organization and operations of the Agency and of other resources as necessary to assume assigned responsibilities.
  • Learn, interpret, and apply Agency and HUD guidelines, policies, procedures, and rules and be able to explain them to residents.
  • Perform responsible and complex clerical duties involving the use of independent judgment and personal initiative.
  • Respond to information requests and client situations quickly and carefully to determine appropriate referral in a fast-paced environment.
  • Interact tactfully and courteously with residents and the public.
  • Respond to tenant issues in a positive and timely manner.
  • Exemplify traits that reflect the agency's culture, including integrity, a customer-service orientation, cultural sensitivity, trustworthiness, flexibility, and a willingness to change.
  • Multitask, coordinate day-to-day activities, and function, with the property manager or independently, as a contact, team leader, team member, and Homes for Good spokesperson.
  • Understand, interpret, apply, and explain Homes for Good's and property rules and visions and to advance program compliance, successful residency, occupancy, and other goals.
  • Work effectively with diverse groups, disabled and elderly people.
  • Maintain a professional demeanor and positive attitude when dealing with coworkers, prospective residents, current residents, and the general public.
  • Exercise independent judgment and initiative within established guidelines.
  • Acquire knowledge of building systems including fire alarm systems, nurse call systems, security monitoring systems, pull stations, elevators, and other systems.
Experience and Training Guidelines

Any combination of experience and training that would provide the knowledge, skills, and abilities to perform the job is sufficient.

Typical combinations of training and experience would be:

  • Two (2) years of property management or responsible clerical experience preferred.
  • Experience in HUD housing, LIHTC, or human services desirable.

Equivalent to the completion of the 12th grade. Additional specialized training in office procedures and practices is highly desirable.

Any combination of experience and education on a year for year basis up to a maximum of four years of responsible contracting and/or procurement experience may be substituted for the education required provided that the knowledge, skills, and abilities to perform the work has been demonstrated.

This position will be required to frequently drive Agency vehicles. Possession of or ability to obtain an appropriate valid State of Oregon driver's license and be insurable at standard rates is required for this position.

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