Assistant Manager

GENERAL PURPOSE OF JOB:
The assistant manager is charged with assisting the property manager with the day-to-day operations to ensure financial performance of the building and / or apartment community.   These responsibilities include following all policies and procedures as outlined in the SOGB, good staff relations, and positive resident relations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Responsible for excellent customer service.  
• Duties include answering phone calls, answering e-mails, assisting existing residents, and greeting the prospective residents.  
• Responsible for assisting the manager with the accounting procedures.  This can include rent collections, late notices, monitoring of delinquents, and filing. 
• Responsible for learning procedures in the event the manager is absent.  Ensures adherence to all policies regarding financial responsibilities.
• Supervises on-site personnel in the absence of the property manager.
• Maintaining the third party utility billing to ensure the accuracy and that it is functioning at an optimal capture ratio
• Responsible for relations including checking phone messages and e-mail messages daily and responding accordingly. 
• Planning and execution of social functions for residents and ensuring that resident requests are responded to and followed up with.  
• Correspondence made with residents in the form of monthly newsletters, flyers, texting, e-mail blasting, and social media.
• Responsible for office organization and, maintaining work order system, and keeping all lease documents organized and accurate and proper signatures.   
• Duties will include refreshments, signs/balloons, opening/closing show units, and walking common areas and the tour path.  A daily checklist is utilized for each property.
• Responsible for showing apartments and floorplans and must develop knowledge of the product, market, and property in order to successfully lease the property.
• Responsible for mastering phone techniques, closing techniques, and follow up procedures.  This also includes processing rental applications and accurate verification as specified in rental criteria.  
• Assistant Manager must assist in training and working with the leasing consultant if applicable.
• Responsible for lease renewal correspondence throughout the month and ensuring all renewal documents are signed and completed in the management software.
• Responsible for accepting and maintaining move out notices and ensuring the accuracy of the move out date. Handling proper procedures during the move out process including a move out inspection, accepting keys, assessing charges, taking pictures, and accurate notes for each move out.
• Correspondence to the past resident and accounts with a balance due are followed up with regarding payment.  The assistant manager is also responsible for reporting accounts to the collection agency in a timely manner.
• Maintaining resident service request system:  This includes typing work orders, printing, completing, and proper follow up with residents after completion of work order.   The assistant manager is responsible for correspondence with residents regarding work orders or delays.  Work orders must be filed and kept within the property guidelines.
• Under the guidance of the property manager you will oversee the make ready process working with maintenance to ensure the unit is ready to the property standard.  This will include scheduling, contacting vendors, key control, and inspecting the unit.
• Responsible for completing an accurate market survey to include all pertinent information regarding current competition.  Accurate pricing, concessions, occupancy, and amenities must be correct and will be completed in the management software.  
• Responsible for the weekly status report due each Monday with accurate reporting of the leasing activity for the week and the current statistics.  
• Responsible for assisting the manager with monthly reports.   The assistant manager should learn all report requirements in the event the manager is absent.
• Maintain professional appearance at all times
• Additional projects as assigned by property manager or regional supervisor.

EDUCATION and / or EXPERIENCE:

• High school diploma or GED equivalent 
• Preferred Property Management experience

COMPUTER & EQUIPMENT SKILLS:

• Microsoft Office
• Yardi-preferred