Assistant Property Manager
About the role
The Assistant Property Manager will perform vital functions in the day-to-day operations of the client site and assist the Property Manager in the administration and overall management of the same. The Assistant Property Manager will assist the Property Manager in developing and achieving the Owner’s goals and objectives with established policies and procedures. In the absence of the Property Manager, the Assistant Property Manager will assume the responsibilities and duties of the Property Manager, making such operational and supervisory decisions as necessary.
Essential Functions
Financial Administration & Planning
Generate financial reports as requested by Property Manager.
Research and clarification and/or correction, if necessary, of member account disputes for Property Manager and member meetings regarding account receivables.
Absenteeism of the Property Manager, the Assistant Property Manager will assume the responsibilities and duties of the Property Manager, making such operational and supervisory decisions as necessary.
Subsidy Program Requirements
Annual, interim, initial, termination, and move-in certifications of all tenants as required by subsidy/state contract(s).
Recertification Interviews with tenants.
Move-In Interviews with applicants/prospects.
Verification of all income, assets, and expenses by third party vendors.
Re-verify all income with HUD EIV System and if discrepancies found, investigate validity, correct recertification, review with Property Manager who will take appropriate action against underreported income by member (i.e., court ordered repayment plan, reporting to HUD, etal.).
Input data into YARDI Software program and generate certifications.
Prepare & submit/scan the certification certs for Right Source Approval.
Review/correct applicable Right Source file findings to ensure accurate completion of certifications within a timely manner.
Upon approval of certifications send increase/decrease notification, and meet with tenants for signature.
Preparation of, and participation in, the Management/Operation Reviews, SPECTRUM, DHCD, City of Boston, RBC Audits, REAC, and other regulatory audits as requested.
Meet with Property Manager to review, and work with regulatory authorities to correct errors and obtain any outstanding section 8 payments.
Investigation of allegations of member fraud and reporting to Property Manager on these matters.
Maintenance of Monthly EIV Binders including but not limited to: Generate monthly by Contract # and Recertification month EIV reports, Generate monthly by Contract # and Recertification month Multiple Subsidy, Identity Verification, Deceased tenant, and New Hires reports. Verify employment wages reported on the New Hire report has been captured and notify tenants when income is unreported.
Create and/or correct prior/current certifications in YARDI & RightSource Property Management system that require modifications as a result of the monthly EIV reports.
Provide on the 15th of each month EIV Binders to Property Manager for their review/approval.
Correct/modify EIV binder as requested.
Maintenance Management
Work closely with the Property Manager to ensure the highest maintenance standards, policies, and procedures are being met to retain/reduce tenant complaints.
Generate occupancy/vacancy reports as requested by Property Manager.
Follow up on outstanding work orders as requested by Property Manager.
Assist Property Manager with coordinating with the Maintenance Dept. Move-Ins, Move-Outs, and Unit Turn over repairs.
Annual Unit Inspection
Prepare CMCI Annual Apartment Inspection Forms for site portfolio.
Accurately create/input CMCI repairs in YARDI to generate work order.
Assist Property Manager with creating lease violations related to housekeeping, unauthorized guest, and pets, etc.
Assist Property Manager with generating tenant referrals for Resident Service Coordinator.
Absenteeism of the Property Manager, the Assistant Property Manager will assume the responsibilities and duties of the Property Manager, making such operational and supervisory decisions as necessary.
Maintenance Tenant Relations
Communicate with the Property Manager and the Facilities department tenant concerns/complaints/issues pertaining to maintenance repairs and pest control in a timely manner.
Under the direction of the Property Manager provide the tenant with Maintenance repair and pest control updates.
Under the direction of the Property Manager schedule/coordinate Braman pest extermination appointments and send extermination notice to tenants.
Administration Management
Utilize computer software platforms that Cruz Management has adopted including Microsoft Office Professional, Adobe Acrobat, YARDI, RightSource, Rent Café, and other programs specified designed for use at the client site.
To regularly communicate to the Property Manager as necessary regarding any significant operational problems and deviations from established company and/or client policies.
Participation in weekly staff meetings and attend trainings and company meetings as required.
Responsible for filling as needed certifications, balance due, security deposit, and utility allowance notices, unit inspections, memos, tenant correspondence, lease violations, and legal documents, etal.
Responsible for maintaining organized tenant files according to the Cruz Company recertification package order and master filing order system.
Responsible for creating tenant move-in files according to the Cruz Company move-in file order system.
Perform other administrative tasks to ensure the smooth day-to-day management operation in a manner that does not detract from the primary objectives and functions of this position.
Equal Employment Opportunity
The facility is committed to the principle of Equal Employment Opportunity for all employees and applicants. It is our policy to ensure that both current and prospective employees are afforded equal employment opportunity without consideration of race, religious creed, color, national origin, nationality, ancestry, age, sex, marital status, sexual orientation, or disability in accordance with local, state and federal laws. Americans with Disabilities Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.
Schedule
Salary Description 60,000 - $65,000 annually