Assistant Manager

CTL MANAGEMENT, INC.

Position Description

Title: Assistant Manager Location: CA, OR, and WA

Exempt/Non-exempt: Non-Exempt Reports To: Property Manager

Effective Date: 11/1/2021

I. General Position Summary

The Assistant Manager is responsible for the operational and financial aspects of the property and meeting the company and property goals in those areas under the direction and oversight of the Property Manager. Results are achieved through supporting the Property Manager and through effective management including leadership of the property team, actively marketing the property, establishing and maintaining strong customer and resident relations and customer service, providing a safe environment for staff and residents, and completing administrative responsibilities associated with the property operations. This position is responsible for the operation of the property in the absence of the Property Manager.

In the absence of the Property Manager, this position directly supervises and manages a staff which may include the following positions: Leasing Consultant, Maintenance Manager, and Maintenance Technician. The number of employees supervised varies from property to property depending on property size but can generally range from supervision of one to fifteen employees.

II. Essential Position Functions

A. MANAGEMENT RESPONSIBILITIES

1. Train, direct, manage, and supervise the Leasing Consultant(s) and other staff members as appropriate in the execution of their responsibilities. Establish work priorities and evaluate performance.

2. Provide input into the development of annual goals designed to maximize the effectiveness of the property and its profit potential.

3. Make recommendations to and assist in the preparation of annual operating budget.

4. Provide general oversight and direction to vendors and outside contractors engaged in repairs, maintenance or property enhancement.

5. Follow all company safety policies and procedures and notify supervisor of any hazards.

6. Manage the property in accordance with federal, state and local laws and regulations.

7. Fill in for the Property Manager in their absence.

B. ADMINISTRATIVE RESPONSIBILITIES

1. Collect and deposit rent, security deposits, and other charges and fees owed.

2. Utilize various administrative and property management software applications for effective management of the property and communication with others.

3. Conduct and review appropriate rental application screening of prospective residents.

4. Prepare and maintain rental agreements and associated documents.

5. Maintain rental agreement enforcement through proper notice processes.

6. Conduct move-in and move-out inspections.

7. Process security deposit dispositions as assigned accurately and within the required timeframe.

8. Ensure all work time is accurately recorded and ensure employees take rest and meal breaks in accordance with company policies and state law.

9. Maintain positive performance reviews with an overall score of 2.8 or better.

10. Maintain regular and reliable attendance.

11. Prepare reports for supervisors and the corporate office as required.

12. Understand and implement all company policies, procedures and guidelines established by the Portfolio/Regional Manager and/or the corporate office.

13. Stay current on all training requirements and assigned courses.

C. PROSPECT/RESIDENT RELATIONS

1. Engage with prospective and current residents in a professional and courteous manner.

2. Respond to and resolve resident concerns or complaints (maintenance requests, noise disturbances, conflicts, etc.).

3. Show available units or model units to prospective residents.

4. Ensure the property is safe, secure and well always maintained.

D. MARKETING

1. Oversee the activities of the Leasing Consultant(s) to assure company policies, procedures and programs are followed. Provide general and specific direction to the Leasing Consultant(s) as appropriate.

2. Accountable to lease apartments and meet leasing performance metrics.

3. Respond to telephone prospects providing appropriate information and setting up appointments for prospects to tour the facilities, and available units or models.

4. Provide information and tours for walk-in prospects focusing on features, benefits, advantages and other relevant information leading to receiving an application to rent.

5. Adhere to marketing and sales strategies established by the corporate office.

E. MAINTENANCE

1. Light cleaning and removal of trash to maintain the cleanliness of the office, clubhouse, bathrooms, model or other areas as appropriate.

2. Provide general assistance to vendors and maintenance staff in the preparation of rental units for the market.

3. Schedule vendors at time of apartment turnover as appropriate.

III. Secondary Functions

1. Conduct walk throughs with residents moving in and those moving out.

2. Plan and schedule resident appreciation events as appropriate.

3. Attend various meetings as well as training and development seminars as assigned.

4. Perform other duties as assigned or as deemed appropriate to meet goals and objectives established for the property.

5. Enforce all company rules, regulations and policies as outlined in the company Process Procedures Manual (PPM) and Employee Handbook.

6. Work effectively and collaboratively with the Manager.

IV. Physical Requirements

1. The employee must be able drive, stand, walk, climb stairs, and/or sit and lift and/or move up to 50 pounds.

2. The employee must possess mobility to work in a standard office setting and to use standard office equipment, including a computer and general office equipment.

3. Be able to complete tasks inside and outside the office.

4. Walk the property and climb stairs at various levels.

5. Drive prospects or residents in a golf cart.

6. Drive on company business for training, company meetings, etc. on occasion.

7. Work in an office environment with moderate noise level.

8. Work outside of normal business hours, which includes weekends and holidays.

9. Employee may be required to travel, but on rare occasion.

10. Assist Maintenance Manager when necessary.

V. General Requirements

1. Have one year or more experience in multifamily property management.

2. Ability to speak, read, and write English competently.

3. Ability to add, subtract and understand numbers and spreadsheets.

4. Possess a valid driver’s license, vehicle insurance, and have reliable transportation.

5. Be proficient with computers and general office equipment.

6. Have excellent customer service skills.

7. Ability to work independently and with a team and demonstrate initiative by completing tasks without being reminded or told.

8. Ability to train, direct, and supervise team members.

9. Ability to effectively prioritize job responsibilities and meet deadlines.

The above position description and statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required for the position. Duties, and responsibilities will change from time to time, or new ones may be assigned. This position description does not constitute a contract of employment.