Property Management Office Assistant

Description

POSITION TITLE: Property Management Office Assistant              W-H Class: Non-Exempt 

REPORTS TO: Interim Director of Property Management               Hrs/Wk: NTE 22hrs.

DEPARTMENT: Public Housing

JOB SUMMARY:

This position will support the property management department by performing administrative and routine clerical tasks. Responsibilities may include, but are not limited to, answering phones, taking messages, sorting mail, maintaining, organizing, and updating files, operating office machine and computer equipment, scheduling meetings, and appointments, and assisting clients and visitors in the office and over the phone. 

JOB DUTIES AND RESPONSIBILITIES:

The following statements contain general details describing the principal functions of an Assistant Property Manager’s level of knowledge and skills typically required and overall scope of responsibility; but should not be considered an all-inclusive listing of requirements for this position. The omission of specific duties does not exclude them from this job description, if the work is similar, related, or a logical assignment in association with this position.

A-GENERAL RESPONSIBILITIES  

1. Greet individuals entering the administrative office of the property and answer telephone, ascertain nature of business and assist individual or refer to proper person for assistance.

2. Provide individuals with applications for admission and provide general instructions and details for completing and returning the application and accompanying documents.

3. Provide residents with appropriate forms (i.e. intent to vacate, no income, etc.) as needed, and follow-up in accordance with established procedures and guidelines.

4. Follow up with tenant including obtaining verifications, entering information into computer, etc.

5. Assist with adding charges to resident ledgers (i.e. vacate charges, no statement fee, etc.) as needed and prepare NTA forms for accounting when resident credits are necessary.

6. Filter received work order request as needed to the work order clerk in a timely manner.

7. Assist with generating and distributing late notices monthly and timely after the expiration of the grace period to pay rent.

8. Assist with follow-up of delinquent accounts and pursue collections in accordance with established procedures.

9. Assist with maintaining tenant files and related documentation regarding continuing eligibility and adjustments.

10. Attend periodic staff meetings and trainings.

B-PROPERTY MANAGEMENT

1. Communicate with residents as needed to inform of policies, procedures, rules and regulations.

2. Assist with leasing units by preparing lease packets/leases, showing property, reviewing and signing lease documents, collection and posting of deposits/rent, and entering corresponding data in the computer systems.

3. Process move ins, move outs, and transfers and complete corresponding 50058 and documentation.

4. Help facilitate a maintained property and grounds by filtering discrepancies to maintenance.

5. Conduct and/or coordinate unit inspections including Move-in, move-out, property, housekeeping and annual inspections to assure adherence to established standards, as needed.

6. Assist with maintain records of residents’ community service hours in accordance with HUD guidelines.

7. Participate and cooperate in audits as required.

C-RESIDENT RELATIONS

1. Assist residents with special problems and promote amicable tenant relations.

2. Counsel residents who are not complying with the terms of the lease and concerning delinquent payments.

3. Refer residents with special problems such as economic, social, legal, health, etc. to groups or agencies that provide aid, as appropriate, or to Resident Service Coordinator

4. Assist with referring tenants to  community service organizations to stay abreast of services offered in order to refer residents.

5. Participate in informal and grievance hearings and appeals as needed.

Requirements

KNOWLEDGE, SKILLS AND ABILITIES (KSA’s)

1. Knowledge of Authority policies and procedures, principles and practices as they pertain to property management.
2. Knowledge of Department of Housing and Urban Development (HUD) rules and regulations that apply to property management.
3.  Knowledge of laws and standards that apply to property management, such as Fair Housing Laws, OSHA standards, Local and State Building Codes.
4. Knowledge of basic building maintenance, fire prevention and liability reduction principles.
5.  Knowledge of basic office practices, procedures and equipment.
6.  Knowledge of the operations of Authority computer systems and software.
7.  Knowledge of agencies that help and service to residents, including some knowledge of eligibility requirements.
8. Ability to exercise a high level of confidentially.
9.  Ability to communicate effectively, orally and in writing.
10.  Ability to use knowledge of basic math enough to perform calculations required for summarizing rent collections, making deposits and for rent adjustments.
11.  Ability to maintain required records such as tenant files, vacancy reports, etc.
12.  Ability to read and interpret policies and guidelines in order to make sound decisions.
13.  Ability to use basic office equipment such as telephones, fax, copier, computer, etc.
14.  Ability to generate records, receipts and reports efficiently using a calculator and/or computer.
15. Ability to establish and maintain effective relationships with peers, superiors, residents, community service agencies and the public.
16.  Ability to analyze problems and use sound judgement to make decisions.
17. Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
18.  Skilled in analyzing situations in order to identify problems and offer possible solutions.
19.  Skilled in communicating with diverse individuals in a variety of situations.                 

MINIMUM QUALIFICATIONS:

Associate degree in management, business administration, social science area, or a closely related field; or an equivalent combination of education and/or direct property management experience, (Two

(2) years min). Verifiable experience in property management and experience involving public contact preferred.      

OTHER

1. Valid driving license
2. Ability to be insured under the Authority’s vehicle policy
3. Ability to be covered under the Authority’s fidelity bond