Employment Opportunities

Assistant Site Property Manager

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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

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Equal Housing Opportunity