Assistant Property Manager

Overview

Assistant Property Manager provides assistance as needed to Property Manager and administrative team.

Responsibilities

• Provide support as needed to the Property Manager.
• Assumes responsibility of supervising staff and assists the Regional Property Manager with managing the Property in the absence of the Property Manager.
• Meets and greet all prospects, visitors and residents of the Property and provide customer support and information about the Property, both in-person and via telephone.
• Represents Holland Residential and the Property in a professional and friendly manner at all times.
• Work closely with the Property Manager and Maintenance Manager for continued learning.
• Study and understand lease documents and policies of the Property.
• Clearly and confidently explain lease agreements, policies and addenda to new and current residents.
• Remain current on accurate knowledge of Property information including pricing, availability, unit floor plans and amenities.
• Maintains confidentiality of sensitive documents and information regarding both Resident’s personal information, and confidential information regarding Holland Residential.
• Ensures staff is motivated and functions as an effective team to provide a superior level of customer service.
• Assists in developing various leasing programs and ensures program’s success through participation and review.
• Co-conducts community, staff and safety meetings on a regular basis and attends management meetings as directed.
• Adheres to Holland’s safety programs, policies and procedures.
• Maintains the hazard communication program as well as teaches and promotes safe work practices among on-site staff.
• Regularly inspects and assesses the Property grounds, common areas, models, vacant units, and office area. Offers recommendations regarding compliance and needed improvements.
• Interviews prospective residents to determine if the Property meets the needs of the guest, and qualifies the guest for tenancy.
• Maintains contact with the prospective resident via phone, e-mail, thank you note etc. until a lease has been executed within the Property or elsewhere.
• Maintains proper inventory of supplies sufficient for providing service and maintaining operations in the administrative office. Purchase supplies as needed, using a standard purchase order system if required.
• Maintains accurate documentation of all leasing activity including, but not limited to, phone calls, guest visits, new leases and lease renewals, on a daily basis. Enter all activity into property management software on a daily basis.
• Collects security deposits, rents and all other funds associated with leasing. Documents each transaction properly in the property management software system.
• Performs daily deposit of funds collected into the Property’s bank account.
• Reports and records all delinquent rents and posts late notices to residents as required. Remains up-to-date on all state laws regarding non-payment and delinquent accounts.
• Handles all resident issues in a timely manner, providing proper documentation and informing Property Manager and Regional Manager as needed.
• Daily input of all administrative, financial and maintenance activity on the property.
• Maintains resident files according to Holland Residential Standard Operating Procedures.
• Assists Property Manager in the completion of various daily, weekly, and monthly reports in a timely and accurate manner. Weekly reports must be completed, accurate and sent to Regional Manager and corporate office each Sunday by the end of the day.
• Processes accounts payable in a consistent and timely manner with approval of Property Manager.
• Follows guidelines of Property operating budget.
• Assist in the overall marketing and promotional efforts, including all on-line and in-print ads, signage, mailings and other distributions as required.
• Maintains Holland Residential closing ratio requirement of 33% or higher. Continually seeks education and fresh sales techniques.
• May monitor closing ratios of Sales Associates to ensure requirements are met and recommend additional training of Sales Associates as necessary.
• Assist sales staff with resident retention and lease renewal programs.
• Maintain the lease expiration schedule to ensure occupancy levels are maintained according to company guidelines.
• Maintain current market studies and stay apprised of new communities, specials and promotions in the area.
• Becomes active in the local business community and develops a rapport with the residential community.
• Assists in creating or maintaining the community newsletter.
• Maintain a positive relationship with all Administrative and Maintenance staff to ensure excellent inside customer service, teamwork and accountability.
• Adhere to company apparel standards and sets a positive example for all associates.
• Attends and monitors various community recreational and social activities.
• Attends and participates in training programs as required.
• Ensures compliance with Holland Residential policies and procedures.
• Understands and consistently applies principles of Fair Housing.
• Responsible for understanding and applying Landlord-Tenant laws
• Perform all other duties as directed by the Property Manager, and assist the overall team effort in any way possible.

Qualifications

Education: High school diploma or equivalent is required.  A college degree or related coursework is preferred. 

Experience: Multi-family leasing experience is required. Minimum of one to two years previous experience in residential or commercial property management. Two to three years of customer service experience required. Sales experience is desirable.

Knowledge, Skills and Abilities Required:

• Excellent communications, organization and leadership abilities
• Familiarity with on-site software systems, Yardi preferred
• Proficiency in Microsoft Word, Excel and Outlook
• Basic office organizational skills: filing, supplies inventory and ordering, mailing/shipping, office equipment upkeep/contract maintenance
• Strong diplomacy and crisis diffusion skills
• Ability to deal well with people
• Strong verbal and written communication skills
• Ability to prioritize and perform multiple tasks in a fast paced environment
• Strong customer service orientation
• Ability to accurately perform basic to intermediate mathematical functions.
• Ability to understand and clearly explain legal documents 

Attendance: Position requires ability to work any of the seven days of the week, 52 weeks of the year.  Due to property staffing limitations, it is extremely critical that individuals be able to work their scheduled hours plus any other hours necessary to complete the job. Position requires the ability to serve on-call, as scheduled or necessary.

Equipment: Position requires use of basic office equipment including computer, telephone, facsimile, and photocopier. Position may require individuals to furnish their own vehicle or to use a vehicle provided by the property to transport customers, tools and/or supplies around the property. Persons must be able to drive the vehicle without jeopardizing the safety of themselves, fellow employees and residents.   

This position also requires:

• Other licenses and certifications as required by state law.
• Ability to lift or move up to 20 pounds.
• Hearing and visual ability to observe and detect signs of emergency situations.
• Fluency in English both verbally and non-verbally.

Benefits: Holland is proud to offer a competitive and comprehensive benefits package including health care benefits (Medical, Dental, Vision, HSA, FSA), income replacement (Life Insurance, Long-term Disability) and retirement savings through our 401(k), including employer match. Supplemental benefits are also available (Accident, Hospital Indemnity, Critical Illness, Short-term Disability) and we are proud to offer our Employee Assistance Program (EAP) and Tuition Reimbursement. We offer PTO in addition to Paid Sick Leave, paid holidays and a generous Sabbatical after every 5 years of service. There are also opportunities to share in the success of the company through our profit share programs.