Affordable Housing Assistant Property Manager

7 days ago

Lynn, Massachusetts, United States A Property Management Company Full time
Job Description

As a key member of our team, you will assist the Property Manager in various aspects of property management, focusing on affordable housing. Your primary responsibilities will include:

Waiting List Management

• Maintain the waiting list, ensuring it is up-to-date and accurate.

• Respond to applicant inquiries through our website, providing timely and helpful information.

• Conduct annual waiting list updates, ensuring compliance with regulations.

• Notify the Property Manager when the list needs to be opened or closed.

Move Ins

• Follow established procedures for screening applicants and moving in residents.

• Meet with applicants at the top of the respective wait list, ensuring a smooth transition.

• Keep top applicants in the pending stage, pre-offer, until the Property Manager's review.

• Submit third-party verifications, request EIV, and present documentation to the Property Manager for review.

• When approved, make an offer, show the unit, and review final documentation with the Property Manager, including rent calculation.

Interim Certifications

• Process interim recertifications when applicable, ensuring timely and accurate processing.

• Notify the Resident Services team of pending IRs effective near annual recertification dates.

• Confer weekly with the Resident Services team to review all interims in process, avoiding duplications.

• Notify the Property Manager of pending certifications resulting in significant rent increases.

Move Outs

• Process move-outs, ensuring a smooth transition for residents.

• Meet with tenants, collect written notice to vacate, and notify the Property Manager, Resident Services, and Maintenance Director of pending vacancies.

• Update move-out data in OneSite, including the Make Ready Board, and email the Maintenance Director to schedule a pre-move inspection.

• Collect and file a copy of the move-out inspection, add charges to the ledger as needed, and finalize the meeting with the tenant, reviewing charges and security deposit refund procedure.

• Collect keys from the tenant, give them to the Maintenance Director, return fobs and gate cards to the Property Manager, and process FAS, security deposit refund, and obtain the Property Manager's signatures.

Reasonable Accommodation

• Process all RA requests, forwarding them to the Property Manager for initial approval.

• Submit requests to the 504 committee and keep copies of RA requests (regardless of approval/rejection) in the resident file.

• Maintain an RA spreadsheet, submitting it to the Property Manager quarterly, and notify the Maintenance Director of requests requiring modifications to the apartment.

Resident Files

• Ensure all paperwork is placed in the appropriate location in the file.

• Ensure all move-out files are placed in marked boxes in archives, and purge move-out files after 7 years.

Pest Control Program

• Schedule services for routine pests and bedbugs, maintaining a service spreadsheet and forwarding it to the Administrative Assistant as needed.

• Maintain pest control logbooks for service reports and resident notifications.

Administrative Support

• Assist with answering incoming telephone calls and office access control.

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