Assistant Property Manager

Summary Duties and Responsibilities:

The 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:

• Show, pre-qualify, lease, and move in prospective residents.
• Maintain an excellent customer service relationship with residents, vendors, co-workers, and the community.
• Stay on the cutting edge of market conditions, trends and product knowledge in the community and competitive communities.
• Adhere to the On-Site Operations Manual
• Provide clerical and phone support.
• 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.
• Demonstrate ability to resolve resident complaints and direct pertinent issues and matters to the Property Manager.
• 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.

…