Assistant Community Manager / Varela – Northwood Ravin, LLC (Tampa)

POSITION OVERVIEW

The Assistant Community Manager is primarily responsible for supporting the Community Manager in the general administration and physical operation of the community. As the primary bookkeeper for the community, the Assistant Community Manager is responsible for keeping financial records complete while assisting with the leasing, marketing and resident relations for the community. They are responsible for all accounting operations of the apartment community, including but not limited to posting of rents, processing of move outs, and vendor invoices. The Assistant Community Manager assumes managerial responsibilities in the absence of the Community Manager.

LOCATION

Tampa, FL

POSITION AUTHORITY

The Assistant Community Manager does not have direct authority but will be expected to act as the Community Manager in their absence.

ESSENTIAL FUNCTIONS

Leasing

• Greet prospects and qualify by covering all criteria. Record all prospect visits and initial contact.
• Demonstrate community and apartment/model and apply product knowledge to clients needs by communicating the features and benefits.
• Assist prospect in completing application and secure deposit in accordance with the company procedures and Fair Housing requirements.
• Update leasing software, process applications for approvals, and submit processed applications to the Community Manager for approval. Follow up with applicant regarding status.
• Ensure apartment is ready for resident to move-in.
• Maintain follow up communication via email and telephone.
• Create and assist new resident with lease execution. Orient new residents to community.
• Monitor lease expirations and renewals. Distribute and follow-up on renewal notices.
• Represent the company in a professional manner at all the times.
• Assist in outreach marketing, social media presence, business to business marketing, removing/updating banners, balloons, signs, flags, etc.

Administrative

• Understand the Apartment Association lease and contracted credit report application.
• Accept rental payments and post rents in property management software.
• Record resident charges and monies collected and prepare deposit reports and back up daily.
• Review and analyze resident ledgers to debit, credit and total accounts to maintain property financial records.
• Comply with federal, state and company policies, procedures and regulations. Ensure that all proper and legal documents are received, current, accurately verified and entered into the computer from new vendors, prior to payment being processed.
• Complete final and interim account statements for former residents. Communicate and collect outstanding balances and record payments by given deadline.
• Record, analyze and maintain accounts submitted to collections agency. Update collection logs monthly.
• Ensure that all invoices received from the properties are approved, entered and paid within a timely manner.
• Prepare statement of accounting notices for past residents.
• Prepare, review and close financial books for assigned properties on a monthly basis.
• Assume Community Managers duties/authority in absence of community manager in accordance with company and community guidelines.
• Review and act on all delinquent accounts including current resident rent balances, current resident small balances, former resident balances, and collection account activities.
• In conjunction with the Community Manager, maintain a successful resident retention and renewal program including the timely distribution of renewal letters maximizing both high retention rates and rental increases.
• Learn and ensure compliance with all company, local, state and federal safety rules.
• Ensures that unsafe conditions are corrected in a timely manner.

Resident Retention

• Interact with residents on a daily basis by listening to requests and concerns.
• Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.
• Assist in planning resident functions. Attend functions and participate as host for any functions as directed by the Community Manager.
• Record service requests and inform the maintenance team. Answer questions for residents about community, repairs, amenities, rules, etc. Follow up with residents after service request is completed to ensure satisfaction.
• Contribute to cleanliness and curb appeal of the community on continuing basis.

Desired Skills

• Must possess strong attention to detail and sales ability.
• OSHA laws and regulations or willingness to obtain within six months.
• Demonstrate an ability to support and contribute to community team.
• Demonstrate strong oral and written communication skills.
• Experience with Microsoft Office including Outlook, Word, Excel and community software.
• Must possess a positive attitude and patience in all circumstances.
• Ability to work a flexible schedule, including evenings and weekends.

Minimum Qualifications

• High School Degree or equivalent
• 1+ years experience as an Assistant Community Manager and/or related experience
• Must obtain the Fair Housing certification within 30 days of hire and prior to interaction with prospects or residents
• Must be able to work evenings and weekends
• Successfully pass a drug screen
• Valid Driver’s License

Preferred

• College degree
• Certified Apartment Manager (CAM) or Accredited Resident Manager (ARM)