Assistant Property Manager

Description

 Polinger Company is seeking an experienced, highly motivated, and customer-focused Assistant Property Manager (APM) to support the daily operations, leasing activities, and overall management of a mixed-use residential community in Washington, DC, which also includes two retail tenants.

The ideal candidate will have a strong background in residential property management, leasing, resident relations, and administrative operations, along with exceptional organizational, communication, and customer service skills.

The Assistant Property Manager will work closely with the Property Manager to ensure efficient property operations, maintain high resident satisfaction, support financial performance, and contribute to the overall success of the community. This is a hands-on position with significant leasing responsibilities. The successful candidate must be comfortable balancing leasing activities with administrative and operational responsibilities.

Requirements

1. Leasing 

• Actively manage daily leasing activities, including responding to inquiries, scheduling appointments, conducting property tours, and following up with prospective residents.
• Serve as the primary leasing representative for the community.
• Process rental applications, coordinate applicant screenings, verify required documentation, and prepare lease agreements.
• Execute lease renewals, transfers, and other leasing-related documentation accurately and promptly.
• Maintain current knowledge of available apartments, rental rates, concessions, amenities, and leasing policies.
• Monitor leasing traffic, prospect follow-ups, and conversion rates to support occupancy goals.
• Ensure all leasing activities comply with Fair Housing laws and company policies.

2. Resident and Tenant Relations

• Provide exceptional customer service to residents, prospective residents, and retail tenants.
• Respond promptly and professionally to resident inquiries, complaints, and service requests.
• Assist with coordinating resident move-ins, move-outs, and apartment transfers.
• Conduct move-in and move-out inspections and ensure all required documentation is completed.
• Assist with resolving resident concerns, lease violations, and disputes in accordance with company policies.
• Support resident retention initiatives and help foster a positive community environment.
• Maintain professional communication with the property's two retail tenants and assist with coordinating their operational needs as directed by the Property Manager.

3. Property Operations and Maintenance Coordination

• Assist the Property Manager with daily property operations to ensure the community is maintained to company standards.
• Coordinate with maintenance personnel to ensure service requests and apartment turnovers are completed efficiently.
• Monitor apartment readiness and work closely with the maintenance team to ensure units are prepared for scheduled move-ins.
• Assist with scheduling vendors, contractors, and service providers as needed.
• Identify maintenance, safety, or operational concerns and promptly communicate them to the Property Manager.
• Assist with coordinating property improvement projects and preventative maintenance activities.

4. Financial and Administrative Responsibilities

• Assist with rent collection, delinquency follow-up, and resident account inquiries.
• Monitor resident ledgers, process payments, and assist with resolving account discrepancies.
• Support monthly financial reporting, invoice processing, and expense tracking.
• Assist the Property Manager with budget monitoring and identifying opportunities to control operating expenses.
• Prepare and maintain accurate leasing, occupancy, delinquency, and operational reports.
• Assist with security deposit accounting and move-out financial reconciliations.
• Maintain accurate records of property transactions and administrative activities.

5. Compliance and Recordkeeping

• Ensure compliance with Fair Housing laws, applicable Washington, DC housing regulations, and company policies.
• Maintain accurate and organized resident files, lease agreements, applications, and other property records.
• Assist with preparing notices, lease violation documentation, and other resident correspondence.
• Support the Property Manager with legal and administrative processes related to lease enforcement and delinquency matters.
• Maintain confidentiality of resident, employee, and company information.
• Ensure all required documentation is completed accurately and within established deadlines.

6. Team Collaboration and Property Support

• Work collaboratively with the Property Manager, maintenance team, and other onsite personnel to achieve property goals.
• Assist with coordinating daily priorities and ensuring timely follow-through on operational matters.
• Provide support to the Property Manager in their absence, within the scope of assigned responsibilities.
• Participate in property meetings, training sessions, and company initiatives.
• Demonstrate flexibility and a willingness to assist in various areas of property operations as needed.

Qualifications and Requirements

• Minimum of three (3) years of residential property management or leasing experience, preferably in an Assistant Property Manager or similar role.
• Demonstrated experience with apartment leasing, prospect follow-up, application processing, and lease administration.
• Willingness and ability to independently conduct leasing activities, as there is no dedicated Leasing Specialist onsite.
• Working knowledge of Fair Housing laws and applicable landlord-tenant regulations.
• Experience with rent collection, delinquency management, resident account reconciliation, and financial reporting.
• Proficiency in Microsoft Office applications, particularly Excel and Outlook.
• Experience using Yardi property management software strongly preferred.
• Strong organizational skills with the ability to prioritize and manage multiple responsibilities.
• Excellent written and verbal communication skills.
• Exceptional customer service and interpersonal skills.
• Ability to work independently while maintaining a collaborative, team-oriented approach.
• Strong problem-solving skills and the ability to handle sensitive resident matters professionally.
• Experience with mixed-use properties or retail tenant coordination is a plus.
• Bachelor's degree or industry certifications such as ARM® or CAM® preferred.
• Ability to work weekends as required to support leasing and property operations.
• Valid driver's license and ability to travel between properties when necessary.

Core Competencies

• Leasing and Sales: Ability to effectively market apartments, conduct engaging property tours, follow up with prospects, and convert qualified leads into residents.
• Customer Service: Commitment to providing a positive experience for residents, prospective residents, and retail tenants.
• Organization and Time Management: Ability to balance leasing, administrative responsibilities, and daily operational priorities.
• Communication: Strong verbal and written communication skills with the ability to interact professionally with residents, vendors, and colleagues.
• Problem-Solving: Ability to identify concerns, exercise sound judgment, and implement effective solutions.
• Teamwork: Willingness to collaborate with onsite personnel and support overall property performance.
• Attention to Detail: Ability to maintain accurate records, process leasing documentation, and manage financial transactions.
• Adaptability: Ability to remain professional and composed while managing competing priorities and unexpected situations.

Physical Requirements and Working Conditions

• Ability to stand and walk for extended periods while conducting property tours and inspections.
• Ability to climb stairs and navigate various areas of the property.
• Ability to perform general office and administrative duties.
• Ability to respond appropriately to property emergencies and operational needs.
• Ability to work a flexible schedule, including weekends as required.

Compensation and Benefits

Excellent Salary and Benefits!

Polinger Company offers a competitive compensation and benefits package along with opportunities for professional development and career advancement.

Thorough background investigations will be conducted prior to hire.

Polinger Company is an Equal Opportunity Employer. Employment decisions are made without discrimination based on race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, or any other status protected by applicable federal, state, or local law.