Assistant Property Manager

Job Summary

Assist the Property Manager with all on-site operations.

Performance Expectations

• Complete job duties and responsibilities systematically (daily, weekly, monthly, as the item requires)
• Inform the Property Manager promptly if a task cannot be completed in the given timeframe
• Perform job efficiently, correctly, and promptly; adhere to Barkan's policies, rules, and procedures
• Exercise appropriate judgment and discretion to limit necessary supervision or direction from your supervisor
• Be professional, polite, and courteous to owners, residents, vendors, co-workers, and others encountered in connection with work

Administration

• Remain current with knowledge of Yardi
• Assist in carrying out rent collection policy by sending out delinquency notices on the 11th day of every month

Occupancy

• Enter eligible applicants on the waiting list within one week of receipt
• Immediately send necessary correspondence to applicants that are not eligible
• Update waiting list once a year and maintain waiting list with qualified applicants
• Send Applications within 24 hours of receipt of request
• Process all applications to include the full processing of 3 applications for each income category including verification of income, landlord references, background checks, etc., to be ready for move-in
• Prepare paperwork for move-ins and move-outs
• Meet with qualified applicant, review move-in paperwork, and complete move-in
• Send all required notices to residents and process recertification, as per required HUD schedule and guidelines
• Handle all security deposit administration
• Process move-outs, including timely security deposit returns

Subsidy Programs

• Organize and maintain unit files and ensure such organization at all times
• Notify Manager of rent changes with Voucher Holders
• Send notices to residents for recertification 120 days in advance
• Conduct initial, interim, and annual re-certification to comply with current HUD guidelines
• Run EIV report (at move-in, annual, monthly, and quarterly) as required by HUD
• Prepare all special claims to be submitted within 30 days of move-in and posted to HAP within 30 days of receipt of approval
• Process and reconcile HAP requests/Tracs

Maintenance / Physical Plant

• Assist the property manager in inspecting all units annually
• Assist property manager to inspect and approve readiness of turnover units, and maintain records of maintenance activity
• Input into Yardi work orders reported as needed
• Create miscellaneous logs for recordkeeping (e.g., turnover, improvements, etc.)
• Care and maintenance of key fob

Financial

• Charge resident accounts accordingly in Yardi for additional receivables due
• Research any subsidy payments that are delinquent
• Responsible for processing invoices in Payscan within one week of receipt
• Process security deposit refunds/forfeits and all security deposit interest
• Prepare Replacements Reserve requests
• Maintain vendor files in organized manner according to the company's compliance policy
• Assist in preparing the annual operating budget

Resident Relations

• Foster and ensure quality-based and professional service to residents and clients alike
• Prepare all lease violation notices and assist manager as necessary in legal action
• Assist in enforcing rules & regulations and lease provisions
• Assist in handling resident issues

General Responsibilities

• Answer phones, handle visitors and resident traffic
• Open all mail
• General filing
• Coordinate and ensure proper maintenance of office equipment including telephone, copier, fax, computers, and other like office machines
• Order office supplies as needed
• Maintain maintenance on-call schedules and provide daily information with answering service
• Record work order and ensure timely response to same