Assistant Property Manager, Remington Ranch- Stillwater, OK

Assistant Property Manager

JOB TITLE: Assistant Property Manager

JOB NUMBER FLSA Status: Non-Exempt

DEPARTMENT DIVISION: Vesta Realty

GROUP: Residential Property Management

REPORTS TO: Property Manager

JOB SUMMARY, DUTIES AND RESPONSIBILITIES, JOB REQUIREMENTS

SUMMARY

The Assistant Property Manager supports the Property Manager in the daily operations of the property, ensuring a positive living experience for current and prospective residents. This role is integral to the leasing process, resident relations, rent collection, and financial reporting. The Assistant Property Manager monitors delinquencies, assists with apartment turnovers, and works closely with maintenance to ensure timely resolution of work orders. Additionally, the role requires strong organizational skills to handle administrative duties, vendor management, and community event coordination while providing excellent customer service and fostering a sense of community within the property.

DUTIES AND RESPONSIBILITIES

• Assist with leasing, renewals, and resident re-certifications, ensuring compliance with all required documentation and regulations.
• Monitor and manage accounts receivable, including rent collection, reducing delinquency, and preparing eviction notices and files for legal proceedings.
• Accurately prepare and compile weekly and monthly reports for the Property Managers review and approval.
• Assist in apartment turnover activities, including conducting move-out and pre-move-in inspections, identifying resident charges, and coordinating turnover work with maintenance.
• Collaborate with maintenance staff to ensure work orders are completed promptly and efficiently. Address resident concerns, handle complaints professionally, and follow up to ensure customer satisfaction. Support resident communication efforts, including preparing newsletters, notices, and marketing materials. Manage administrative tasks such as coding invoices, tracking purchase orders, and coordinating with vendors to ensure timely and cost-effective service.
• Monitor and order office supplies, including kitchen and restroom inventory.
• Assist the Property Manager Manager in supervising, training, and evaluating office staff performance. Coordinate and participate in planning, organizing, and hosting community events and resident activities. Act as a backup for the Property Manager and/or Leasing Professional in their absence to maintain seamless operations.

EDUCATIONAL REQUIREMENTS

• High school diploma or equivalent required; additional education/training is a bonus. Previous experience in the property management industry required.
• Certifications Preferred: CAM, CALP

PHYSICAL REQUIREMENTS

• Occasional standing or walking within the office or to other facilities.
• Ability to sit for extended periods (up to 8 hours with breaks).
• Occasional bending, reaching, and stooping.
• Frequent use of hands for typing, writing, and handling documents.
• Ability to operate standard office equipment (e.g., computers, copiers, and phones). Adequate vision for reading and computer use (corrective lenses acceptable).
• Ability to hear and communicate effectively, including via phone.
• Ability to lift and carry items weighing up to 25 pounds occasionally (e.g., office supplies or small packages).
• Ability to drive a golf cart.
• Ability to climb stairs.

ADDITIONAL REQUIREMENTS

• Valid Driver's License and/or reliable transportation. Employees may be required to report to different locations for work, and attend offsite meetings, training sessions, conferences, events, etc. Proficiency in property management software.
• Proficiency in software applications such as Microsoft Office and Gsuite.
• Knowledge of, or ability to learn, Federal, State, and Local Laws pertaining to Fair Housing and Landlord/Tenant Laws.
• Required to work Saturdays at most properties.
• Communication Skills: Strong verbal and written communication, with the ability to interact professionally and respectfully.
• Organizational Skills: Ability to prioritize tasks, manage time effectively, and maintain attention to detail. Analytical Problem-Solving: Demonstrates sound decision-making, planning, and problem-solving abilities.
• Adaptability: Flexible and able to adjust to changing priorities and stressful environments. Multi-Tasking: Effectively handles multiple tasks with efficiency and accuracy.
• Technical Proficiency: Basic mathematical, typing, and computer skills, with the ability to learn new software and systems.
• Collaboration Independence: Capable of working both independently and as part of a team. Professionalism: Maintains confidentiality and delivers exceptional customer service in a professional manner.

Please note: This job description is not intended to be an all-encompassing list of duties, responsibilities, or qualifications. Additional tasks and requirements may be assigned as needed to meet organizational objectives.