Assistant Manager - Niner Woods (Student Housing)

About the role

Lease apartments, retain residents, market the community, and handle administrative and financial responsibilities for the assigned community. Oversee the community in the absence of the Community Manager. This position is designed to prepare individuals for a position as a Community Manager. An Assistant Community Manager will be asked to assume greater responsibilities upon absorbing and applying knowledge of all aspects of property management as well as displaying maturity and good judgment. The Assistant Community Manager serves as the individual responsible for the property in the absence of the Community Manager and serves as a role model to peers.

Responsibilities

• Assume supervisory responsibilities in the absence of the Community Manager.
• Assist the Community Manager in all onsite duties, in an effort to manage the property in accordance with Pegasus policy and procedures.
• Special projects assigned by the Community Manager.
• Lease apartments to qualified prospects using product knowledge, closing techniques, professionalism, and poise while building rapport with the customer.
• Respond promptly, with a positive, helpful, and courteous attitude, to all walk-in and telephone prospects. Enter all walk-in and phone traffic into database daily. Respond to internet leads.
• Call the answering service as necessary for messages and follow up on all messages.
• Visually inspect entire property (office, models, compactor, vacants, and amenity areas) daily for cleanliness. Pick up trash and run trash compactor when necessary, and if called for, carry cleaning supplies and/or vacuum up or down stairs to apartment homes, and clean apartment to bring it up to prospect ready standards.
• Escort prospects to an apartment home and to all amenity areas, using stairs as necessary. Also drive a golf cart or other motor vehicle with prospects as passengers and operate keys in door locks and key closet.
• Follow up with all prospects by phone and in writing pursuant to Pegasus procedures, within 24 hours.
• Accurately type all paperwork needed and enter lease agreement and any other forms into database before submitting lease files for verification.
• Verify applications and process files quickly through phone calls, correspondence and computer software. Submit to manager for approval prior to move-in.
• Complete verification process in a timely manner. Notify applicant verbally and in writing within 24 hours if application is denied.
• Process all paperwork and set up file for move-in.
• Schedule move-ins to minimize rent loss.
• Maintain a minimum of 35% closing ratio of all traffic.
• Follow-up with all prospects by phone and in writing within 24 hours.
• Shop the competition.
• Review monthly financial reports and supporting data with Community Manager.
• Make suggestions that will maximize revenue and cash flow.
• Collect and bank stamp all rent checks daily, and enter into database.
• Maintain a deposit log.
• Make deposits daily at specified bank office. Operate night drop box when necessary.
• Notify manager of any delinquent rent and prepare and deliver late rent letters to those residents.
• Prepare and deliver demand letters no later than the ninth of each month and inform manager. Prepare late rent reminders per your market qualifications as specified in the lease.
• File all dispossessory for delinquent rent through the office of the County Clerk on the tenth of the month or through designated eviction service.
• Notify resident in writing and by phone of a returned check. If payment is not received within 24 hours, post demand on resident's door and file dispossessory with County Clerk or eviction service. Keep managers informed on status of dispossessory.
• Monitor three-part cash receipts book.
• Collect money from laundry room following coin collection procedures, be sure two employees collect and count cash. Deposit money the same day it is collected.
• Open mail and date stamp invoices daily.
• Match invoices with delivery ticket and put in payables' file and enter all invoices into database.
• Submit Invoice List and invoices to manager for approval.
• Bill residents for any miscellaneous charges such as utility charges. Follow-up on collection.
• Verify vendor statements and billing discrepancies.
• Visually inspect apartments for move-ins, move-outs, special resident requests, and turnkey inspections and follow through with any concerns.
• File all maintenance requests in apartment files.
• Consistently follow key control system, including, but not limited to, nightly back up of the system.
• Schedule and inspect apartments for turnkey service.
• Receive and acknowledge resident notices and prepare files. Collect any early termination fees.
• Write up all maintenance requests upon receipt.
• Participate in grounds walk once per quarter.
• Review monthly general inspection report with manager and participate in improvement efforts.
• Required to maintain a minimum of 85% shop scores.
• Stays current on relevant market issues and competitive information.
• Other projects and duties as requested.
• Ensure that all information on the computer systems are backed up daily.
• Read and understand all Pegasus Policy and Procedure Manuals and guidelines.
• Attend all job related classes offered by Pegasus.

Customer service responsibilities

• A complete clean and neat uniform must be worn when working on any Pegasus Property including weekends, if applicable. Personal appearance must be clean and neat at all times, according to Pegasus policy.
• Communicate with residents and prospects in a manner consistent with Pegasus standards.
• Address all resident requests and complaints in an open, professional manner.
• Receive resident complaints in a calm, open, and professional manner.
• Solve problems quickly, within 24 hours, and notify supervisor for immediate assistance.