Assistant Community Manager - Student Housing

About the Role

Manage all leasing and marketing efforts of the community. Oversee the Leasing staff and assist the Community Manager with all day-to-day operations of the leasing office.

Responsibilities

• Assist the Community Manager with oversight of the leasing team, training, and ensuring all company standards are followed.
• Support Leasing Consultants in leasing apartments while adhering to Fair Housing guidelines.
• Maintain lease files and computer records for the community.
• Meet regularly with the Community Manager and Market Director to discuss leasing issues and community performance.
• Coordinate the renewal program and ensure all residents are contacted through the renewal process.
• Conduct monthly market surveys and recommend pricing changes.
• Follow up with the leasing team to ensure deadlines and standards are upheld.
• Maintain the integrity of all social media outlets for the community.
• Suggest and implement marketing recommendations to achieve leasing goals.
• Perform administrative duties as assigned by the Community Manager.
• Actively support the Community Manager and learn their role to effectively manage the community in their absence.

Specific Responsibilities

Daily/Weekly

• Email: Monitor community emails and ensure all leads and resident emails are responded to in a timely manner.
• Phone: Train Leasing Consultants on proper phone etiquette and ensure all voicemails are answered promptly.
• Prospect Handling: Train Leasing Consultants on greeting, touring, and leasing to prospects; ensure office coverage for prospects.
• Leases: Verify all lease paperwork completed by Leasing Consultants and approve those meeting rental criteria. Note: Yardi entry may be delegated, but approval remains with the Assistant Community Manager.
• Yardi Data: Ensure the integrity of Yardi data entered by Leasing Consultants (traffic, follow-ups, work orders, leases).
• Approvals/Renewals: Review pending leases daily and approve/execute applicable prospects on Yardi. Update renewal lease information once received from Leasing Consultants.
• Marketing: Plan and execute campus events, promotions, print, and online advertising. Maintain an up-to-date Marketing Calendar.
• Renewal Season: Maintain the renewal notebook and delegate resident contact responsibilities to Leasing Consultants.
• Goal Board: Maintain and update the community’s goal board as leasing occurs.
• Work Orders: Ensure work orders are entered into Yardi correctly and followed up on.
• Community Events: Regularly check in with staff to ensure advertising and event planning are completed.

Monthly

• Conduct leasing/marketing reviews, including touring routes, current availability, and leasing objectives with Leasing Consultants.
• Complete market surveys and maintain relationships with competitors.
• Plan and order print ads to coordinate with the advertising schedule.
• Check Leasing Consultants’ prospect notebooks and Yardi to ensure procedures are followed.
• Complete the Leasing Consultants’ work schedule.
• Track leasing activity, availability, and collaborate on roommate matching for incoming residents.

Resident and Promotional Events

• Review the leasing team schedule to ensure office coverage and marketing needs are met.
• Provide revisions for Promotion Summary Forms and ensure timely completion.
• Ensure the leasing team updates the community’s website regularly and according to standards.
• Visit community events to support the team and confirm events are carried out as planned.
• Oversee the production and distribution of the community newsletter.
• Approve all social media communication before publication.

Move-Out/Move-In

• Roommate Matching: Work with the leasing team and Community Manager to place residents based on roommate requests and preferences.
• Resident Communication: Assist the Community Manager with move-in and move-out communications to residents and guarantors.
• Move-out Process: Ensure administrative office procedures for move-out follow company standards and train staff on proper procedures.
• Move-in Packets: Oversee the production of move-in packets, utilizing office staff for assembly.
• Inspection Forms: Organize inspection forms, summarize issues, and review with maintenance staff.
• Audit: Conduct a 100% audit of lease files one month prior to move-in and a Yardi audit one month following to ensure resident and guarantor contact accuracy.
• Move-in Day: Work with the Community Manager to plan move-in day, including traffic flow, check-in process, vendor fair, and maintenance table.

Ongoing

• Train all staff members on proper leasing techniques and resident service.
• Evaluate unit prices in accordance with the market and budgeted goals.
• Oversee resident services and activities, including supervision of the leasing program.
• Assist Community Managers in overall property operations, including:
  • Supervising and motivating leasing staff.
  • Conducting weekly meetings with leasing staff.
  • Ensuring the highest level of service to residents.
  • Developing an annual marketing plan and conducting monthly marketing reviews.
  • Approving and submitting invoices for expenses in a timely manner.

Requirements

• Proven experience in student housing, with an emphasis on leasing strategies and marketing initiatives.
• Demonstrated professionalism and strong demeanor gained through student housing property management or leasing roles.

Skills

Technical & Analytical

• Ability to read and interpret safety rules, operating/maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Proficiency in computing rates, ratios, percentages, pro-rations, occupancy averages, and rents per square foot.
• Strong basic math skills (addition, subtraction, multiplication, division with whole numbers, fractions, decimals).
• Strong organizational and detail-orientation skills.
• Effective time management and ability to prioritize tasks.

Communication & Customer Service

• Excellent communication, listening, and negotiation skills.
• Ability to speak effectively before groups of customers or employees.
• Strong customer service skills with a proactive, professional approach to conflict resolution.

Leadership & Teamwork

• Able to lead, manage, and train others.
• Works well under pressure with patience and even temperament.
• Effective team player who interacts well with others.
• Firm, fair, and consistent in approach.

Professional Attributes

• Able to maintain confidentiality and follow directions from supervisors.
• Open to constructive criticism and committed to continuous improvement.
• Able to understand and follow posted work rules and procedures.
• Flexible to work weekends or overtime as required.

Qualifications

• Bachelor’s degree (B.A.) from a four-year college or university, or 1–2 years of related experience/training, or an equivalent combination of education and experience.
• Experience in student housing with a strong emphasis on leasing and marketing (required).
• Proficiency in Microsoft Word, Excel, and Entrata (preferred).

Key Success Factors

• Strong teamwork and customer service skills; able to build effective internal and external relationships.
• Demonstrated initiative, problem-solving, and sound judgment in decision-making.
• Solid job knowledge with the ability to multi-task, manage reporting, and deliver high-quality, accurate work.
• High level of professionalism with reliability, integrity, and strong time management.
• Clear verbal and written communication skills with the ability to remain approachable and composed under pressure.

This position does not have supervisory responsibilities but involves coordinating budget activities, including data collection and organization of budget materials.