Property Management Assistant

2 weeks ago

Bothell, Washington, United States Holland Partner Group Full time
POSITION OVERVIEW

Compensation: $30.00 per hour, along with commission and bonus opportunities.

Holland Partner Group is in search of a dedicated individual with a strong background in customer service and multi-family leasing to become a vital part of our team. The Property Management Assistant plays a crucial role in supporting the Property Manager and the administrative team.

KEY RESPONSIBILITIES
  • Assist the Property Manager with various tasks as needed.
  • Oversee staff and aid the Regional Property Manager in managing operations during the Property Manager's absence.
  • Welcome and assist all visitors, prospects, and residents, providing essential information about the property both in-person and over the phone.
  • Represent Holland Partner Group and the property with professionalism and friendliness at all times.
  • Collaborate closely with the Property Manager and Maintenance Manager for ongoing development.
  • Understand and interpret lease agreements and property policies.
  • Clearly communicate lease agreements, policies, and addenda to current and prospective residents.
  • Stay informed about property details, including pricing, availability, unit layouts, and amenities.
  • Maintain confidentiality regarding sensitive resident information and company data.
  • Motivate staff to work effectively as a team to deliver exceptional customer service.
  • Contribute to the development of leasing programs and ensure their success through active participation and assessment.
  • Co-facilitate community, staff, and safety meetings regularly and attend management meetings as required.
  • Adhere to safety protocols and procedures established by Holland Partner Group.
  • Conduct regular inspections of property grounds, common areas, model units, and office spaces, providing recommendations for compliance and improvements.
  • Interview potential residents to assess their suitability for tenancy.
  • Maintain ongoing communication with prospective residents until a lease is finalized.
  • Manage inventory of office supplies and procure as necessary, following standard purchasing procedures.
  • Document all leasing activities, including phone inquiries, guest visits, new leases, and renewals, daily in property management software.
  • Collect and accurately record security deposits, rents, and other leasing-related funds.
  • Ensure timely deposits of collected funds into the property’s bank account.
  • Track and report delinquent rents, issuing late notices as required while remaining informed about state laws on non-payment.
  • Address resident concerns promptly, ensuring proper documentation and communication with the Property Manager and Regional Manager.
  • Input all administrative, financial, and maintenance activities daily.
  • Maintain resident files according to company standards.
  • Assist the Property Manager in preparing various reports in a timely and accurate manner.
  • Process accounts payable consistently and promptly with the Property Manager's approval.
  • Follow the guidelines of the property operating budget.
  • Support marketing and promotional efforts, including online and print advertisements, signage, and mailings.
  • Maintain a closing ratio of 33% or higher and seek continuous education in sales techniques.
  • Monitor the performance of Sales Associates and recommend additional training as necessary.
  • Assist with resident retention and lease renewal initiatives.
  • Keep track of lease expiration schedules to maintain occupancy levels in line with company standards.
  • Stay updated on market trends and new community developments.
  • Engage with the local business community to foster relationships.
  • Contribute to the creation or maintenance of the community newsletter.
  • Foster positive relationships with all administrative and maintenance staff to ensure exceptional internal customer service.
  • Adhere to company dress code standards and set a positive example for colleagues.
  • Participate in community recreational and social activities.
  • Engage in training programs as required.
  • Ensure compliance with company policies and procedures.
  • Understand and apply Fair Housing principles consistently.
  • Comply with Landlord-Tenant laws.
  • Perform additional duties as assigned by the Property Manager to support team efforts.
QUALIFICATIONS

Education: A high school diploma or equivalent is mandatory; a college degree or relevant coursework is preferred.

Experience: Experience in multi-family leasing is essential, with a minimum of one to two years in residential or commercial property management. A background in customer service for two to three years is required, and sales experience is advantageous.

Skills and Abilities:
  • Exceptional communication, organizational, and leadership skills.
  • Familiarity with property management software, preferably Yardi.
  • Proficient in Microsoft Word, Excel, and Outlook.
  • Basic office management skills, including filing and inventory management.
  • Strong diplomatic and crisis management abilities.
  • Ability to interact effectively with people.
  • Excellent verbal and written communication skills.
  • Capability to prioritize and manage multiple tasks in a fast-paced environment.
  • Strong customer service focus.
  • Ability to perform basic to intermediate mathematical functions accurately.
  • Ability to comprehend and explain legal documents clearly.
Attendance Requirements: The role requires availability to work any day of the week throughout the year. Due to staffing needs, it is critical to fulfill scheduled hours and additional hours as necessary. The position may require on-call availability as needed.

Equipment Usage: The role involves using standard office equipment, including computers, telephones, and photocopiers. Individuals may need to provide their own vehicle or use a property-provided vehicle for transporting customers and supplies. Safe driving is essential.

Additional Requirements:
  • Licenses and certifications as mandated by state law.
  • Ability to lift or move up to 20 pounds.
  • Visual and auditory capabilities to identify emergency situations.
  • Fluency in English, both spoken and written.
Benefits: Holland Partner Group offers a competitive benefits package, including health care options (Medical, Dental, Vision, HSA, FSA), income protection (Long-term Disability), and retirement savings through a 401(k) plan with employer matching. Additional supplemental benefits are available, along with an Employee Assistance Program (EAP) and Tuition Reimbursement. Paid Time Off (PTO), state-mandated Paid Sick Leave, paid holidays, and opportunities for community involvement through Volunteer Time Off (VTO) are also provided. A generous Sabbatical is offered after five years of service, and housing discounts may be available based on property and unit availability.

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