This position is designed to prepare individuals for a position as a Community Director. An Assistant Community Director will be asked to assume greater responsibilities upon absorbing and applying knowledge of all aspects of property management as well as displaying maturity and good judgment. The Assistant Community Director serves as the individual responsible for the property in the absence of the Community Director and serves as a role model to coworkers.
Essential Duties include the following (other duties may be assigned):
I. Financial Responsibilities
- Financial Analysis:
- Review monthly financial reports and supporting data with Community Director.
- Contribute perceptive suggestions to maximize revenue and cash flow.
- Maximize gross rent and minimize vacant and delinquent rent loss. Diligently pursue past due accounts. Transfer files to collection agency after thirty days of a resident’s move.
- Bookkeeping Responsibilities
- Collect all rent checks daily.
- Post money in account ledgers.
- Consistently follow cash procedures.
- Send late rent reminders on property-late-day of each month.
- Send the Notice-To-Pay late letter (also serves as demand letter) on the sixth of each month and inform director of delinquent rent.
- Send dispossessory letters by the tenth of each month and inform director.
- Notify resident of returned check immediately. If not received within 48 hours, post demand and file dispossessory. Keep director informed on status of all delinquencies
- File evictions.
- Monitor cash receipt book.
- If applicable, collect money from laundry room and car wash following coin collection procedures. Deposit money the same day it is collected.
- Follow-up by phone and in writing monthly on past due accounts.
- Track rental income monthly and keep director informed.
- Payables Responsibilities
- Open mail and date stamp invoices daily.
- Match invoices with delivery ticket and attach purchase order slip if applicable.
- Keep monthly log of utility consumption (gas, electricity, water).
- Bill residents for any miscellaneous charges such as utility charges. Follow up for collection.
II. Leasing Responsibilities
- Receive incoming phone calls from prospects in a professional and welcoming manner and entice them to visit the community.
- Check the answering service for messages and follow up on all messages as necessary.
- Visually inspect entire property (office, models, compactor, vacants and amenity areas) daily for cleanliness and overall appearance. This can include, but is not limited to, picking up trash off the ground, operating the trash compactor, carrying cleaning supplies and / or vacuum up or down stairs to apartment homes, as well as cleaning apartments to bring to resident ready standards.
- Lease apartments to qualified prospects.
- Schedule move-ins in such a way as to minimize rent loss
- Escort future resident to an apartment home and to all amenity areas (terrace, first, second, or third level apartments must be reached by stairs).
- Drive a golf cart or walk with prospects to any and all areas around the property.
- Type all paperwork needed before submitting lease files for verification.
- Follow up with each visitor within 24 hours via personal phone call and send a personal note/email for them to receive within seven days of their visit.
- Verify applications and process file quickly through phone calls and correspondence. Submit to director for approval.
- Set up file for move-in.
- Turn in traffic and phone recap weekly to asset manager.
- Keep abreast of competition’s rent changes, concessions, new construction product features. Report information to staff and provide strategy on how to overcome any apparent competitor’s strengths.
- Ensure success of marketing efforts by tracking traffic, reviewing ads, and developing potential marketing leads.
III. Customer Service Responsibilities
- Communicate clearly to residents, both verbally and in writing, using proper grammar and spelling.
- Read and/or listen to resident requests/complaints.
- Receive resident complaints in a calm and open manner.
- Attempt to resolve problems quickly.
- Carry and deliver boxes, flowers, newsletters, correspondence, etc. to residents’ apartments.
- Coordinate, set up, attend and clean up after resident functions (food, tables, display areas, etc.).
- Use effective negotiation tactics to retain current residents in order to renew lease terms.
IV. Leadership Responsibilities
- Motivate the leasing professionals and give consistent verbal and written feedback on a regular basis in order to continuously educate and improve staff performance.
- Train and develop subordinates (provide on-the-job training and schedule company training).
- Assume supervisory responsibilities in the absence of the Community Director.
- Attend Directors Forum whenever the Community Director is unable to attend.
- Handle other special projects as assigned by Community Director.
V. Administrative Responsibilities
- Assume responsibility for making decisions in the director’s absence.
- Gain and maintain a working knowledge of rent collection, payables, dispositions, lease renewals and the rent ready program.
- Handle specific administrative responsibilities assigned by the Community Director.
- Visually inspect apartments for move-ins, move-outs, special resident requests, and turnkey inspections and follow through with resolving any concerns.
- Complete maintenance report weekly and file all maintenance slips in apartment files.
- Follow key closet procedures to ensure proper control of access and security on the property.
- Schedule and inspect apartments for turnkey service.
- Receive and acknowledge resident notices and prepare file.
- Assist in lease renewal procedures by:
o Completing lease renewal printout and submitting to manager for approval.
o Contacting each resident by phone prior to 75 days before the end of lease term.
o Sending renewal letters to those residents you are unable to reach by phone.
o Typing new leases.
o Following through on any promises made at time of renewal.
- Assemble move-in packages.
- Operate office alarm system (if applicable) in conjunction with opening and closing the office.
- Deliver thorough move-in presentation to new residents.
- Calculate daily rent, prorate charges, late fees and percentages for residents moving into an apartment.
- Write up all requested maintenance service for technicians upon receipt.
- Review monthly general inspection report with director and participate in improvements.
Qualifications:
Special Skills Required
- Ability to effectively manage people
- Ability to sustain professional image
- Strong organizational skills
- Strong verbal and writing skills
- Excellent customer service orientation
- Assertive attitude
- Effective decision making skills
- Must take and pass drug screening test.
Knowledge
- 2 years experience in property management required. Good understanding of sales and marketing concepts and ability to perform computer operations.
