Assistant Property Manager

Assistant Property Manager (RAD) · Reports to: Property Manager · Department: Operations/Property & Asset Management · FLSA: Non-Exempt

Position Summary

Assists in managerial and administrative work involving the management and operation of INLIVIAN affordable and non-residential properties. Acts as Property Manager in their absence and ensures communities remain safe, compliant, and thriving.

Responsibilities

• Reviews and monitors Tenant Account Receivable (TAR) reports; carries out rent review and collection process in a timely manner.
• Accepts rental payments and processes them in accordance with INLIVIAN procedures.
• Follows up on delinquencies: arranges late payment agreements, collects rent in person, schedules grievance hearings, initiates eviction process as appropriate; testifies in court when necessary.
• Processes all accounts receivable billing (rents, work order charges, miscellaneous charges, lock-out charges, etc.).
• Meets with prospective residents, identifies housing needs, and interviews to determine eligibility based on established criteria; checks applicants through Enterprise Income Verification System (EIV).
• Shows vacant units, assists in processing applications, quotes prices, describes features, discusses lease terms, and communicates property/community amenities and neighborhood services.
• Maintains quality control on resident records and files to ensure consistency and compliance with regulations and program requirements.
• Processes move-outs per INLIVIAN policies: conducts move-out inspections and exit interviews, prorates rent, calculates applicable charges, recommends retention or return of security deposit, tracks and closes resident files.
• Coordinates disposition of all paperwork relating to renting or vacating housing units per established procedures.
• Coordinates preventative maintenance program: identifies repairs/upgrades, assesses damages, reports needs to maintenance personnel, performs weekly walk-by inspections of buildings and grounds to identify and resolve unsafe or unsatisfactory conditions.
• Receives maintenance requests from residents/property manager; determines urgency (urgent, emergency, routine), prioritizes, enters data into computerized system, routes to appropriate maintenance personnel.
• Maintains complete, accurate daily log tracking work orders generated, closed, and in progress; updates status of all pending work orders; maintains work order files for each unit.
• Conducts annual customer service and follow-up housekeeping inspections; performs move-in inspections.
• Assists in developing/implementing advertising plans to increase waiting list applicants and attract eligible tenants; writes advertisements, obtains pricing, places ads in appropriate publications.
• Acts as liaison with resident associations; assesses concerns, informs residents of policy changes, assists in developing resident activities, suggests improved participation, implements resident incentive programs.
• Refers residents to client services department when indicated; cooperates with service providers; recruits and works with groups/agencies capable of rendering assistance to residents.
• Works closely with other INLIVIAN departments to coordinate efforts ensuring residents receive available services.
• Monitors resident compliance with lease provisions; reports instances of fraud/abuse; investigates and documents violations; advises Property Manager; communicates required remedies to residents.
• Coordinates vacancy preparation and maintenance projects; ensures Uniform Physical Conditions Standards (UPCS) inspections and necessary repairs are completed.
• Completes initial re-certification process as needed.
• Generates required reports accurately and timely with supporting documentation.
• Attends monthly Quality Circle meeting if Property Manager is unavailable.
• Reviews and stays updated on all applicable rules/regulations concerning housing programs, local/state/federal laws, codes, and INLIVIAN rules, regulations, and administrative plan.
• Accountable for consistent adherence to INLIVIAN standards regarding ethical, responsible, and appropriate use, care, and safeguarding of materials, supplies, resources, and assets.
• Performs other duties as assigned.

Qualifications

Education & Experience

• High School Diploma or GED required.
• Associate's degree in Social Work, Public Administration, Business Administration, or closely related field from an accredited college/university desired.
• One (1) year clerical or property management experience, or an equivalent combination of education, training, and experience.

Required Certifications (must be obtained within 12 months of hire)

• Accredited Residential Manager (ARM)
• Enterprise Income Verification System (EIV)
• Fair Housing
• Tax Credit (NCP, C3P, or equivalent) if applicable
• HCV Rent Calculation

Core Competencies

• Strong organizational and multitasking skills.
• Customer-focused mindset with ability to handle sensitive situations.
• Experience in property management, housing programs, or administrative roles.
• Knowledge of leasing, rent collection, and compliance processes (preferred).
• Ability to communicate effectively with diverse populations.

Knowledge and Skills

• Thorough knowledge of INLIVIAN operating policies and procedures; principles, practices, and techniques of HUD regulations pertaining to low-rent housing; services available through local social service agencies.
• Good knowledge of leasing agreement procedures, recertification process, public housing standards, and housing quality standards inspections.
• Thorough knowledge and experience in a housing assistance program or social services field.
• General knowledge of Landlord Law, procurement regulations, and OSHA requirements.
• Ability to accurately and completely document events and activities in writing.
• Ability to read and comprehend relatively complex material.
• Ability to establish and maintain effective working relationships with co-workers and external parties.
• Ability to communicate on the level of the listener, recognize misunderstandings, and rectify them when explaining INLIVIAN policies and procedures.
• Ability to interview and counsel residents and deal effectively with situations requiring tact, diplomacy, and firmness.
• Capable of managing competing demands and meeting productivity standards while handling frequent change, delays, and unexpected events.
• Ability to prepare clear and concise narrative and statistical reports.
• Ability to operate appropriate INLIVIAN computer equipment and software packages.
• Ability to communicate clearly, concisely, orally and in writing.

Benefits

• Opportunity to earn industry certifications (ARM, EIV, Fair Housing, Tax Credit).
• Hands-on experience in affordable housing management.
• Career growth into Property Management leadership roles.
• Mission-driven organization focused on community impact.

Why INLIVIAN

Because what you do matters. Your work directly impacts residents, strengthens communities, and helps provide safe, quality housing for those who need it most.

Physical Requirements