Assistant Community Manager - The Haven at Palmer Pointe

Assistant Community Manager

Location: Haven at Palmer Pointe - Columbia, SC

Summary 

Responsible for the efficient operation of the assigned community under the direction of the Community Manager. On a daily basis, the Assistant Community Manager performs the tasks associated with the operation of the property including managing the sales function, pricing, collections, administration, resident services, and maintenance. The ACM is also responsible for ensuring the successful leasing of apartments by adhering to community policies and procedures during the application process (e.g., qualifying potential residents, verifying applications etc.). Reports to: Community Manager. Supervises: Onsite staff of assigned properties in absence of Community Manager.  Regional Manager will oversee hiring, staffing, wage reporting, marketing, accounts receivable, collections and leasing.  Must be flexible and able to work varied schedule, including weekends and some holidays as required.

I. ESSENTIAL DUTIES AND RESPONSIBILITIES

Fiscal accountability for properties performance

• Assist with monitoring the property budgets, keeps expenses in line with the budget
• Assists with completing utility analysis annually
• Assists with all applicable deposits, rents, other fees and ancillary revenues are collected and deposited
• Reviews Accounts Receivables reports weekly and sends late notices accordingly
• Reviews, codes, and submits bills to be paid to the Accounts Payable Department through PayScan
• Assists with monitoring of budget control reports on a monthly basis. Account for monthly budget variances and implement new strategies when required. Suggest budget adjustments related to objectives and goals.
• Purchases necessary equipment and supplies for the community at the direction of Community Manager.  Expenses over $500 must be pre-approved by RPM

Development, implementation and monitoring of assets

• Inspects the community daily to determine the quality of the physical property to assess and identify needs.
• Monitors occupancy to ensure property maintains 100% occupancy at all times.  Must keep waiting list active, first two applicants should be current and ready for move in should notice be given.  Responsible for implementing, designing and maintaining a resident retention program, i.e., newsletter, resident referral  program or social activities
• Assists with developing and monitoring an active renewal program for nonsubsidized units.
• Ensure maintenance of the property is being performed and documented.
• Obtains three bids for capital items and makes recommendations to Community Manager.
• Inspects maintenance repairs and available units for readiness.
• Inspects recently vacated units to assess needed repairs, replacements and resident charges.
• Monitors, inspects, and assesses the community landscape and physical condition to identify, control or eliminate potential safety concerns and to ensure quality aesthetics of exterior parts of community.
• Assists with performing monthly inspections for 811 Property types or quarterly for 202 and family property types.
• Assists with generating various reports, ie. month end close out, company required reports, HUD information, etc.

Personnel Management

• Assist Community Manager in recruiting, interviewing, and training all community staff positions.
• Promote staff harmony through support, effective leadership and positive example
• Assists Community Manager to ensure all on-site administrative functions pertaining to personnel are timely (i.e., performance evaluations, transfers, promotions, time sheets, bonuses, etc.).
• Maintain compliance with company policies, procedures and industry regulations (i.e., HUD, IRS, HOME, HTF, RD, Fair Housing, OSHA, Safety, etc.).
• Assures that associates follow policies and safety rules; complies with NHE policies for reporting incidents
• Interacts closely with maintenance staff to manage property maintenance programs including promptly and courteously responses to resident requests for maintenance and that the work meet or exceeds NHE standards.

 External and internal client/customer relations

• Handle and resolve current/former resident situations through established company guidelines and practices on a timely basis.
• Handle and resolve vendor or contractor situations on a timely basis.
• Plans, executes and attends social and other community events for residents
• Resolves resident concerns and matters at a high level of customer service and satisfaction

 Regulatory Compliance

• Complete all move ins/outs/recertifications/Interims etc. as required by HUD and NHE guidelines
• Monitors regulatory compliance on behalf of owner/agent with appropriate regulations (LIHTC Section 42, HUD Section 8/PRAC/HAP, HOME, HTF, etc.)
• Oversees compliance with Fair Housing Laws
• Ensure each property is adhering to their specific program types regulations
• Interprets and applies IRS Section 42 and HUD regulations and identifies and recommends compliance and changes as appropriate.
• Prepares and participates in management reviews and physical inspections from third parties, local or state housing authorities and/or HUD.

• Attendance is an essential job function.
• Attends and participates in industry and NHE’s training programs as required.
• Performs the tasks of subordinate associates as needed, including leasing units and making units ready for leasing.
• Responsible for other assignments as needed and directed by senior management.
• This job description does not list all functions and tasks. Job functions may be added, deleted, or modified at any time by your management team.

II.  KNOWLEDGE, SKILLS AND ABILITIES 

• Excellent communication and interpersonal skills, both verbal and written.  
• Advanced organizational skills.
• Ability to direct others to achieve company goals.
• Ability to sell products and services to potential customers.
• Ability to handle multiple tasks and prioritize duties and responsibilities.
• Ability to visually inspect units, grounds, and other aspects of the community to determine standards are met.
• Ability to work with little direction maintaining confidentiality and professionalism.
• Be a team player

III.  SUPERVISORY RESPONSIBILITIES

None

IV.  QUALIFICATIONS

• Property Manager’s or PMIC license required
• Multifamily leasing, sales and/or customer service experience is required.
• Knowledge of apartment management laws and regulations, federal, state, and local.
• Knowledge of expense control and financial management.
• Must have a valid driver’s license or means of immediate transportation to attend meetings, events and daily activities

V.  EDUCATIONAL AND/OR EXPERIENCE

College degree preferred but not required.  Must have training or experience in basic computer use, including common applications such as Microsoft Word and Excel as well as experience with web-based software used in apartment management (Yardi Voyager, Popcard, Payscan, Rent Café preferred).  Other related experience or equivalent education may be substituted.

LANGUAGE/MATHEMATICAL/REASONING ABILITY

Ability to generate reports, business correspondence.  Effectively present information and respond to questions from clients, customers, and the general public. Must possess the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Should be able to compute rate, ratio and percent.  Must be able to apply common sense understanding and carry out instructions furnished written and verbally.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and; talk or hear.  The employee frequently is required to stand, walk and sit.  The employee is occasionally required to reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORKING CONDITIONS AND ENVIRONMENT

While performing the duties of this job, the employee primarily works indoors from the NHE, Inc. on-site property office.  The employee will regularly work in a highly mobile environment in performance of the above duties and responsibilities.  The noise level in the work environment is usually moderate.

POLICIES AND PROCEDURES

The employee in this job must be knowledgeable about the company's policies and procedures as described in the company Employee Handbook.

BENEFITS

All full-time employees are eligible to participate in our benefits program.  NHE offers:

• HDHP Health Insurance Plan
• PPO Health Insurance Plan
• Vision Insurance
• Dental Insurance
• Short-Term Disability
• Long-Term Disability
• Group Life Insurance
  
• Health Savings Account (offered for HDHP plan)
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• 401k Retirement plan
• 12 Paid Holidays (includes Birthday Holiday)
• Up to 130 hours of PTO

About NHE, Inc.

As a diverse real estate management company, we appreciate the importance that professionalism, caring service and relationships have on providing quality services to residents and property owners alike. We work to provide superior service by capitalizing on our vast experience, dedicated employees and investments in technology, training and certification.

Based in Greenville, South Carolina, NHE is a leader in homeowner association management services, multi-family and apartment management solutions, and consults with owners and operators to determine best practice operations.

EOE