The purpose of this Job Description is to provide a thorough overview of the duties and responsibilities required by this position. It does not list every conceivable duty nor the exact frequency of each activity required to effectively operate the apartment community. To that end, the employee must be open to any and all duties assigned by the Property Manager and the specific schedule requirements that they establish.
General Job Summary
Assistant Manager has the support role to the Property Manager in all aspects of apartment community's day-to-day operations including marketing and leasing, administration, customer service, maintenance and caretaking. Depending on the size of the site, Assistants can play a lead role in the leasing of available units as the primary full time leasing agent for the property. They assist the Property Manager with maintaining the physical asset while striving to improve the financial performance of the property in accordance with the goals set forth in the annual operating budget.
Essential Job Functions
Marketing
Must remain current on features, conditions, rent levels and rent concessions of all primary market comps for the property
Work with Property Manager to create and implement an effective marketing plan to maximize the property's competitive advantages relative to the competition in the area
Establish connections and interact with the surrounding community to maximize cross-promotional and referral opportunities
Apartment Leasing
Ensure prompt response and effective follow-up to all rental inquires received via telephone, e-mail or fax to maximize rental appointments with prospective residents
Develop a clear understanding of the features and benefits that provide the property with a competitive advantage relative to the completion and use them to satisfy the needs and wants of prospective residents during the sales presentation
Close on all prospective residents
Maintain an organized and consistent follow-up program for all previous appointments that maximizes rentals from the available traffic
Application processing - collect and input all required from the applicant and work with Property Manager to ensure company policy is applied consistently to all rental applications
As directed by Property Manager, execute lease agreement and all required paperwork prior to new resident move-in
Alert Property Manager to any condition or situation that adversely impacts the success of the leasing program
Administrative
General
Completion of all administrative and clerical task accurately, promptly and in accordance with company policy and all applicable laws
Keep the office area clean and organized to project a professional image to current and prospective Residents
Leasing
Collect required identification, application fees, deposits and rental applications from all individuals applying for an apartment
As directed by Property Manager, assist in preparing leases, addendums and agreements to be executed as part of resident file
Collect materials for and prepare move-in packets for new residents
On-Line Property Management System
Assist in and accurate input of all required leasing and lease renewal information
Assist in processing and depositing of all payments
Produce late rent letters and actively pursue accounts receivable collections to maximize income and minimize bad debt
Track upcoming lease expirations, prepare correspondence and communicate with Resident to maximize renewals and reduce turnover. Input updated lease information into system
Conduct move-out inspections with vacating residents, determine applicable charges in addition to any current account balances and prepare SODA documentation
Process work order requests from residents in E-Service to insure prompt completion of repairs and conduct follow up calls to ensure satisfaction with work
Resident Retention
Customer Service - Assist residents with any and all concerns to make their life in the community as positive as possible. Forward any significant issues to Property Manager
Dispute Management - resolve all resident disputes or complaints in a fair and professional manner and in accordance with established company policy
Community Events - conduct community events (summer bbq, Halloween party, etc.) to establish positive relationships within the community and minimize turnover
Maintenance & Caretaking
Assist Property Manager in daily assessment of property condition, identification of necessary maintenance repairs and overall performance of caretaking staff
Supervisory Responsibilities
Assistant Manager is a support role but based on the size of the property and as directed by the Property Manager, the Assistant may be given direct responsibility for any of the Essential Job Functions listed above, which may include direct, day-to-day supervision of site staff
Knowledge & Skills Required
Understanding of state statutes and fair housing laws applicable to multi-family communities and property management companies
Proficiency with all aspects of E-Site property management system
General understanding of maintenance and caretaking issues related to multi-family units, buildings and communities
Clear understanding and adherence to all KMS policy and procedures
Proficiency with MS Word and internet based e-mail systems
Physical Demands
Physical fitness for frequent walking, bending, twisting/turning, climbing stairs, continuous sitting and use of computer keyboard. reaching, pushing, pulling, handling and occasional lifting of up to 25 lbs. in order to perform management duties
