Floating Assistant Property Manager

Summary Duties and Responsibilities:  

This position will serve as a floating assistant property manager, providing support to a variety of properties and special projects. Utilizes proven skills and knowledge to readily adapt to the challenges that accompany supporting different communities, as assigned. Each day will be unique, requiring an ability to prioritize, multitask, think creatively, take initiative, and employ a diverse set of skills.

The Floating Assistant Property Manager is responsible for assisting the Property Manager with the day-to-day operations of multi-unit apartment properties serving either families and/or seniors with achieving strong fiscal performance, solid regulatory compliance of various affordable housing programs such as LIHTC, HUD, HOME, maintaining the physical integrity of the property, and collaborating with Resident Services. 

Essential Functions and Work Duties:  

The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff.  Additional work functions and duties may be assigned.

Essential Functions:

•    Adhere to the On-Site Operations Manual 

•    Provide clerical and phone support. 

•    Demonstrate professional customer service at all times. 

•    Maintain an excellent customer service relationship with residents, vendors, co-workers, and the community.

•    Demonstrate ability to resolve resident complaints and direct pertinent issues and matters to the Property Manager. 

•    Show, pre-qualify, lease, and move in prospective residents. 

•    Stay on the cutting edge of market conditions, trends and product knowledge in the community and competitive communities.

•    Monitor the timely receipt and reconciliation of rent collections and ensure landlord/tenant statutes are followed. 

•    Assist Property Manager with Move out Statements, ensuring all are timely and comply with state law and all changes are necessary and accurate as stated on the Move Out Inspection Report and company standards. 

•    Maintain a calendar of scheduled move-ins, ensuring all move-in appointments are completed and all apartments inspected and compliant with established standards prior to move-in. 

•    Assist in preparing and delivery of all legal and formal notices in accordance with state law and company standards, including but not limited to late notices, change in term notices, and lease violations. 

•    Assist Property Manager with initiating all the necessary evictions by preparing copies and forwarding all appropriate paperwork for legal evections or other legal proceeding. 

•    Conduct resident move-outs in accordance with state law and company standards. 

•    Assist Property Manager with timely collections of all rent receipts through the preparation and distribution of delinquency reports. 

•    Communicate effectively with owners, residents, vendors, and co-workers. 

•    Assist and ensure all customer complaints are handled promptly and appropriately. 

•    Adhere to established company standards for screening applicants for residency. 

•    Assist Property Manager with completing accounting Pre-Close and Month End Reports. 

•    Regularly process invoices and submit them to Accounting for payment.

Achieve Solid Regulatory Compliance

•    Obtain all required program certifications and stay current with compliance and regulatory requirements (e.g., Fair Housing, HUD, LIHTC, NHD).

•    Complete annual and interim re-certifications accurately and on schedule in accordance with HPMC recertification procedures.

•    Assist with preparation for and completion of Nevada Housing Division and other property inspections.

•    Maintain property files in accordance with regulatory guidelines and HPMC policies and procedures.

Facility Management and Maintenance

•    Walk the property on a weekly basis to monitor curb appeal, report lease violations and findings to Property Manager.

•    Initiate maintenance work orders and monitor completion statuses. 

•    Assist with efficient turnover of vacant units to minimize days vacant.

Risk Management

•    Ensure security and confidentiality of all residents and HPMC files and documents.

•    Work with staff to identify and remediate any safety hazards on property.

•    Complete incident reports within 24 hours of incident.

•    Report employee on-the-job employee accidents/injuries to Property Manager as soon as practicable.  Complete employee accident reports and send documentation to HR.

Resident Relations/Management

•    Orient new residents to building site, policies, and procedures.

•    Respond effectively to resident issues and provide timely resolutions.

•    Process evictions in compliance with regulatory guidelines, court orders and/or direction by Property Manager.

•    Enforce resident lease and house rules.

•    Maintain established business operating hours for the property.

Resident Services Department

•    Collaborate with Resident Services Department to achieve mutual goals.

•    Participate in bi-monthly Property Team Meetings and daily check-in meetings with Resident Services Coordinator and/or Resident Services Manager.

Marketing

•    Market units in accordance with approved marketing plan.

•    Use site software to enter all relevant transactions in a timely manner.

•    Adhere to waiting list guidelines, screens applicants.

•    Review all rental applications and leases for accuracy and completeness.

•    Obtain required documentation, complete certifications.

•    Be available on-call 24/7 for fire, flood, and building structure emergencies.

Other Functions and Work Duties:

•    Perform other duties as from time to time may be determined necessary for the well-being of the total operation.

•    Coordinate specific work tasks with other personnel within the department as well as with other departments to ensure the smooth and accurate flow of work and information.

•    Perform tasks that are supportive of the essential functions of the job, but which may be altered or re-designed upon individual circumstances.

Qualifications and Skills Required:  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: 

•    High School Diploma or equivalent.

•    At least one year of experience in a customer service position.  Property management/leasing experience is a plus; LIHTC/HUD experience is preferred.

•    TCS or COS certified or ability to become certified within 6 months of employment.

•    Demonstrated competence with Microsoft Word, Excel, Outlook.

•    Experience with property management software such as Yardi is a plus.

Other Skills and Abilities:  

•    Ability to read, write and speak in English.  Bilingual in English/Spanish is a plus.

•    Excellent oral and written communication skills. 

•    Strong interpersonal relations and customer service skills.

•    Ability to multi-task in a fast-paced environment.

Physical Requirements:

•    Stooping - frequently bending body downward and forward by bending spine at the waist, requiring full use of the lower extremities and back muscles.

•    Kneeling - frequently bending legs at knees to come to rest on knee or knees.

•    Reaching - frequently extending hand(s) or arm(s) in any direction.

•    Handling - frequently seizing, holding, grasping, turning, or otherwise working with hand or hands.

•    Ability to transport files up to approximately 20 pounds.

•    Ability to lift files up to 20 pounds from the ground level to 4 feet in height and move them from shelf to shelf in storage.

•    Walking- moving about on foot to accomplish tasks, particularly walking the property.

•    Regularly required to use hand to finger, handle, or feel, reach with hands and arms, and talk or hear using telephone, computer keyboard, mouse and calculator while seated at a desk.

•    Able to sit at desk for extended periods of time.

•    Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

•    Light work:  Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most the time, the job is rated for Light Work.