Assistant Property Manager

Job Summary

The Assistant Property Manager reports to and is responsible for assisting the Property Manager. Primary responsibilities include operational goals, generating satisfactory cash flow, customer service with current and prospective residents; leasing apartments; office management, and support.

Duties/Responsibilities

• Oversees the office in the absence of the Property Manager and ensures daily bank deposits are made.
• Supports, coordinates, and facilitates leasing, resident retention, concessions, and customer service activities.
• Leases units, generates traffic, responds to telephone and internet inquiries, provides tours, qualifies prospects, closes sales by obtaining rental applications and deposits, negotiates new leases and renewals, maintains resident files, ensures timely move-in for new residents, displays a friendly and courteous attitude, interacts with other employees, contributes as a team player, provides satisfactory results to current residents regarding maintenance requests, assists with ordering parts, supplies, and services within budget, returns after-hour calls, collects rent from residents and posts into RealPage OneSite, gathers information and completes reports in a timely manner, contacts delinquent residents, communicates late notices and eviction notices, distributes renewal notices to current residents, assists with resolving resident issues and complaints, assists with planning and attending social and other community events for residents, ensures adherence to policies and safety rules, complies with policies for reporting incidents, monitors the property landscape and other attributes to identify and report potential safety hazards and concerns, ensures quality property aesthetics, completes paperwork and follows processes for households with rental assistance vouchers, when applicable, processes purchase orders and invoices and sends them to accounting.
• Performs administrative tasks such as ensuring adherence to policies and safety rules, complying with policies for reporting incidents, adhering to a varied work schedule, including weekends and some holidays, as required due to business necessity, attending and participating in training programs and events, performing other related duties as assigned to meet the needs of the business, assists with marketing efforts in the community to promote positive awareness of the property and increase the traffic of prospective residents, promotes positive resident relations and provides customer service and responsiveness to resident needs and concerns.

Affordable Housing Duties And Responsibilities

• Operates the property in compliance with regulatory agency, lender, investor, and other applicable compliance requirements.
• Maintains compliance with standards for affirmative marketing, including proper completion and maintenance of the Affirmative Fair Housing Marketing Plan (AFHMP) HUD 935.2.
• Maintains availability information with local housing authorities and commercial publications.
• Maintains AFHMP Binder.
• Ensures resident files, certifications, and re-certifications are completed accurately and timely.
• Ensures that all applications qualify in reference to the Rental Criteria specific to the assigned property.
• Ensures that all application paperwork is completed and complies with the requirements of the project’s programs.
• Prepares for and passes file audits, physical inspections of units and buildings, and/or management and occupancy reviews.
• Leases to households that meet the assigned property’s income restrictions, rental criteria, and when applicable HUD guidelines.
• Reviews and updates as necessary the Unit Status Report in comparison to tenant lease files to ensure information accuracy.
• Oversees and maintains all new lease and lease renewal practices according to HUD guidelines inclusive of the certification and verification process; processes annual recertification and tenant notification documentation at 120, 90, and 60-day increments; processes interims as required if assigned to a HUD governed property.
• Ensures property maintains its applicable fractions and set aside requirements identified in the property LURA if assigned to a Tax Credit property.
• Performs supportive service as outlined in the properties LURA and maintains proper documentation; assists as needed with the planning and implementation of social services programs.
• Programs should be coordinated with the social services provider.
• Maintains Supportive Service Binder.
• Assists Property Manager in audit preparation and ensures on-site compliance on all corrections.
• Handles recordkeeping and reporting responsibilities in accordance with the HUD/TC/ADHP/HOME/Bond regulations.
• Maintains all resident files per HUD/TC/ADHP/HOME/Bond guidelines.
• Prepares for, responds to, and oversees corrections needed to meet requirements for all Management Reviews if assigned to a HUD governed property.
• Ensures all physical deficiencies are corrected per violation/inspection notices so that subsidy may be reinstated, or findings corrected.
• Oversees REAC/UPCS inspections including preparation for and corrections to deficiencies noted on findings report.
• Maintains waiting and transfer list per HUD/CA/TC guidelines.
• Regularly seeks to understand and anticipate resident needs.
• Inspects property two-three times per week including periodic visits to all residents.
• Aids new resident moving in by notifying them of community procedures, parking, hours, night access, mail, etc.
• Ensures that residents are provided with a clean and well-maintained home.
• Along with Property Performance Review (PPR) completes quarterly unit inspections to identify, report, and prevent REAC inspection deficiencies.
• Properly coordinates the administration of supportive services with the Social Service Provider to ensure resident support.
• Maintains a proper Wait List in accordance with HUD/State Monitoring Agency guidelines when applicable.

Education And Experience

• High school diploma/GED; or two to three years related experience in property management, leasing, and/or hospitality or related experience in customer service industry, sales/marketing, or an equivalent combination of education and experience.
• Two-years of affordable housing property management experience overseeing a busy complex and staff that includes responsibility for financial and operational results, HUD/TC/AHDP/HOME/Bond administration, and staff supervision to ensure compliance with site-specific programs.
• Strong knowledge of HUD policies as well as Project Based Section 8 rules and regulations for Project Based Affordable Housing; Strong knowledge of Tax Credit/AHDP/HOME/Bond polices for Tax Credit/AHDP/HOME/Bond Properties.
• Thorough and current knowledge of the most recent version of the 4350.
• Knowledge of HUD Secure Systems; TRACS, IMAX, EIV on a HUD governed property.
• Excellent customer service skills and the ability to develop a rapport with the residents, community staff and HUD administrator/State Monitoring Agency.
• COS Certification on a HUD governed property.