The Assistant Property Manager, being the second-in-command, is responsible for the efficient operation and optimal financial performance of the community under the direction of the Property Manager. Overseeing and participating in sales activities and internal and external marketing and advertising efforts in order to increase the visibility and profitability of the community. Additionally, required is to demonstrate persistence and aggressively collect rents to minimize delinquency. This person is responsible for completing administrative functions such as banking activities, financial reporting and account reconciliation. Dedicated to fostering an on-going positive relationship with residents and delivering exceptional customer service to build and sustain the community’s reputation and ensure maximum number of lease renewals. As a team member performance must align with the Company’s vision and strategic initiatives in order to accomplish the operational objectives.
Job Responsibilities:
Financial
· Lead, direct and control all facets of the community to ensure quality services and a high degree of customer satisfaction by Company Living standards and policies, while working within budgetary guidelines.
· Achieve the highest possible net operating income through the implementation of cost control, customer satisfaction and revenue improvement programs.
· Execute an effective process on the timely receipt and reconciliation of rent collections and ensure landlord/tenant statutes are followed.
· Review, and verify correct pre-bill resident account ledgers prior to the first of each month.
· Collect all rent receivables within a timely manner by executing timely and proper notifications, balance due, notices, phone calls and personal visits before month end closing with professional conduct and meet all company collections procedures and KPI’s. (Listed below)
· Assist in walking residents moving out to review and access any damages and/or security deposit dispositions. Execute all security deposit payables in accordance and timeliness to the lease terms.
· Administer and manage the past due and aging resident accounts and balance due. A responsibility for proper execution of administering notices, communication and payments. Must update all resident records once collected.
· Initiate all necessary lease violations, late rent notices and evictions as needed
· Assist in meeting or exceeding budgeted income, control expense and execute leasing goals to ensure profitability.
· Meet and support company key performance indicators and objectives to meet or exceed organizational expectation. (Listed below)
Personnel Supervision
· Assist in leading, training, and developing site staff. Motivate employees through recognition programs, training and team building.
· Assist in training all staff members on proper leasing techniques and resident service.
· Responsible to ensure that all staff members provide the highest level of service to residents.
· Personally and effectively show, lease, and move in prospective residents; implement methods to ensure sales employees achieve the highest standards through shopping reports.
· Utilize effective communication to gather consensus and obtain internal agreement of the Company’s goals and objectives. Communicate effectively with owners, residents, vendors and co-workers.
· Assist in accurate adherence to labor standards and compliance as well as company practices on payroll, time records and requests for time off.
· Assist in all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.)
Administrative
· Be responsive and receptive to owner’s goals, needs and objectives.
· Assist Property Manager in recruiting and interviewing potential staff members
· Actively participate in and implement procedures and systems within company guidelines to ensure orderly, efficient workflow.
· Confirm all leases and corresponding paperwork are completed and input the software system accurately and on a timely basis.
· Ensure current resident files are properly maintained.
· Ensure all administrative paperwork is accurate, complete and submitted on a timely basis.
· Assist in proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity on community, employee/resident injuries, fires, floods, freezes, etc.)
Marketing/Leasing
· Responsible to review and evaluate market conditions to determine unit prices in accordance with the market and budgeted goals.
· Assist in evaluating and recommend changes on rent/pricing strategies and ensure websites and marketing materials are accurate and updated.
· Direct efforts to implement and execute sales and marketing plans that maximize income and occupancy.
· Adhere to established screening rental criteria standards for screening applicants for residency.
Resident Retention
· Participate in resident planned activities for maximum customer satisfaction.
· Ensure timely communication and follow up for all resident concerns, renewals and service requests.
· Implement and participate in execution of resident retention programs, customer satisfaction and effective lease renewal programs.
Maintenance
· Assist in daily property inspections to ensure that the physical aspects of the community will meet or exceed established standards regarding the grounds, curb appeal, market ready units, risk management/safety requirements, models, cleanliness, and general appearance. Prepare to implement corrective measures as necessary.
Safety
· Actively follow and promote safe work practices among staff to ensure safety practices are implemented and followed.
· Learn and assist in compliance with all company, local, state and federal safety rules.
· Assist in directing staff to follow a “safety first” principle.
· Responsible for overall organization and cleanliness of work areas and office areas.
Key Performance Indicators
· Occupancy = 95% or above
· Net Leased = 93% or above. The definition: All unleased units, this includes move out notices not leased. If notice is prelease or vacant leased, this number improves. Get another notice or cancel, this number declines.
· Leases per day= Properties 95% or above 1 lease per day as a minimum standard. Properties 94.9% or below 2 per day as a minimum standard.[1]
· Renewal retention per month 50% as a minimum standard
· 60 days vacant – ZERO
· Market ready units = 50% ready at all times is the minimum standard.
· MTM % = Less than 3% of total leases expiring.
· # of days units are held = 5-7 days
· # of days to make ready a unit = 3-5 days
· Outstanding rent not collected for the month = less than 1% of Net Rent Income
· These KPI’s will be subject to change and revision as the market conditions change.
Essential Job Qualifications
· College degree preferred. High School diploma required.
· Minimum 2 years experience in property management required.
· Bilingual in Spanish is a plus
· Experience in collections, sales and marketing.
· Strong organization skills and excellent verbal and written communication skills
· Full time hours- salaried position. Must be available on, evenings, weekends for staffing needs and emergencies.
· Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
· Effectively convey ideas, images and goals to a diverse group of personalities.
· Must possess a positive attitude and the ability to smile under all circumstances.
· Achieve Fair Housing certification prior to interaction with prospects or residents.
· Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as community software applications.
· Participate in training in order to comply with new or existing laws.
· Present self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community.
- · Comply with expectations as demonstrated in the Employee Handbook.
· Bilingual in English and Spanish.
Job Type: Full-time
Schedule:
- Monday to Friday
- Weekends
Experience:
- Property Management: 2 years (Preferred)
- OneSite: 1 year (Preferred)
Education:
- High school or equivalent (Preferred)
Language:
- Spanish (Required)
Work authorization:
- United States (Required)
Additional Compensation:
- Commission
- Bonuses
Work Location:
- One location
Benefits:
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
This Company Describes Its Culture as:
- Detail-oriented — quality and precision-focused
- Aggressive — competitive and growth-oriented
- Team-oriented — cooperative and collaborative
Benefit Conditions:
- Waiting period may apply
Work Remotely:
- No
