Asst. Property Manager

Assistant Property Manager Job Summary:

Job Description:

The Assistant Property Manager is responsible for effectively computing, classifying and recording numerical data to keep financial records complete while assisting with the leasing, marketing and resident relations for the community. The entrant will perform any combination of routine calculating, posting and verifying duties to make payments to vendors, process resident rental payments and obtain primary financial data for use in maintaining property accounting records.

Leasing Consultant, as well as all other team members in the absence of the Property Manager

Hourly (Non-exempt; eligible for over time)

Job Responsibilities:

Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).

Immediately record all telephone and in-person visits on appropriate reports.

Files own guest cards and maintain according to established procedures.

Demonstrate community and apartment/model and apply product knowledge to clients’ needs by communicating the features and benefits; close the sale.

Have prospect complete application and secure deposit in accordance with the company procedures and Fair Housing requirements.

Update availability report, process applications for approvals. (i.e., credit check, rental history, etc.) Submit processed applications to the Property Manager for approval. Follow up with applicant regarding status.

Ensure apartment is ready for resident to move-in on agreed date.

Immediately follow-up on prospects that did not close and attempt to close sale again. If unable to help prospect, refer them to sister communities to meet prospect’s needs.

Secure new resident signature(s) on appropriate paperwork prior to move-in. Orient new residents to community.

Monitor renewals. Distribute and follow-up on renewal notices.

Assist in monitoring advertising effectiveness.

Distribute all company or community-issued notices.

Represent the company in a professional manner at all the times.

Operate computers programmed with accounting software to record, store and analyze information.

Understand the Apartment Association lease and contracted credit report application.

Accept rental payments and post rents to the computer.

Comply with federal, state and company policies, procedures and regulations.

Record monies collected and prepare bank deposit slips on an on-going basis.

Debit, credit and total accounts on computer spreadsheets and databases using specialized accounting software.

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.

Communicate with Property Managers regarding accuracy of invoices received; that purchase orders are attached and invoices are coded correctly, according to company procedures.

Ensure that all invoices received from the properties are approved, entered and paid within a timely manner.

Access computerized financial information to resolve vendor and payment disputes.

Check figures, postings and documents for correct entry, mathematical accuracy and proper codes.

Operate 10-key calculators, copy and facsimile machines to perform calculations, produce and distribute documents.

Prepare statement of accounting notices for past residents.

Prepare, review and close financial books for assigned properties on a monthly basis.

Prepare and review quarterly and year end reports.

Provide accounting support to Property Managers.

Assist in lease transactions by typing leases, gathering applicant’s history and credit approvals.

Maintain accurate monthly commission sheets on leases, renewals and delinquencies for bonus purposes.

Assume Property Manager’s duties/authority in absence of immediate supervisor in accordance with company and community guidelines.

Provide general clerical assistance to community office

Receive all telephone calls and in-person visits. Listen to resident requests, concerns and comments.

Quickly complete maintenance Service Request and inform the maintenance team. Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.

Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis.

Maintain open communication with Property Manager and Maintenance Supervisor.

Contribute to cleanliness and curb appeal of the community on continuing basis.

Assist in planning resident functions. Attend functions and participate as host for any functions as directed by the Property Manager.

Enforce policies of the community.

Neighbourhood Marketing

Advise residents of referral concessions (if permitted).

Assist in placing, removing/updating banners, balloons, bandit signs, flags, etc.

Distribute newsletters, pamphlets, flyers, etc.

Assist in conducting market surveys and shop competitive communities.

Learn and ensure compliance with all company, local, state and federal safety rules.

Ensures that unsafe conditions are corrected in a timely manner.

Essential Job Functions:

High School Diploma or equivalent required; some college preferred.

A minimum of one-year experience in a customer service related industry and one year apartment leasing experience or a combination of accounting skills/education with customer service experience is preferred.

Must possess strong attention to detail and sales ability.

National Apartment Leasing Professional (NALP) preferred.

Fair Housing Certification, willingness to obtain prior to interacting with prospective residents.

OSHA laws and regulations, willingness to obtain within six months.

Demonstrate an ability to support and contribute to community team.

Demonstrate strong oral and written communication skills.

Competence in operation of telephone, business calculator, copy machine, facsimile, personal computer/keyboard, Microsoft Office including Word, Excel and MS Outlook and community software.

Must possess a positive attitude and the ability to smile under all circumstances.

Participate in training in order to comply with new or existing laws.

Ability to work a flexible schedule, including evenings and weekends.

Neat, clean, professional at all times throughout the workday and/or whenever present at the community.

Comply with expectations as demonstrated in the employee handbook.

Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.

Successfully pass drug test.

Core Values:

In order to achieve success, the Cypressbrook Multifamily Management team must embrace certain core principles and values.

Additional Requirements:

Attendance is an imperative job function.

Employees must fulfil the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or writing) to employees.