Assistant Property Manager

About the Role

Supports and assists the Community Manager in overseeing and managing the financial and operational facets of the community. This includes completing accounting and bookkeeping tasks, preparing monthly close-out and financial reports, processing invoices for payment, collecting rent and fees, completing bank deposits and reconciliations, and using property management software to record, track, and report on all financial operations.

Responsibilities

• Completes daily financial transactions such as collecting and posting rent, fees, and other payments, preparing bank deposits, reconciling bank accounts, and preparing financial reports.
• Operates property management software (Yardi/OneSite) by entering required fields, completing updates, and performing back-ups to ensure system integrity.
• Reviews resident files and accounting records to identify unpaid or late fees, communicates with residents regarding outstanding balances, implements collection procedures, and enforces lease terms to maximize revenue.
• Reviews and submits vendor, contractor, and service provider invoices for payment by reconciling work performed, obtaining approvals, coding charges, and managing communications between stakeholders.
• Follows company procedures for evictions, including proper notice requirements, representing the community in court hearings, and completing eviction proceedings.
• Processes resident move-outs by reviewing lease terms, applying deposit and lease cancellation fees, and ensuring compliance with legal requirements.
• Promotes resident satisfaction and retention by addressing complaints, questions, and requests in a timely manner and resolving service issues.
• Acts as the on-site supervisor in the absence of the Community Manager by delegating tasks, coordinating maintenance, and ensuring compliance with company policies.
• Assists in managing client/owner relationships by conducting community tours, providing performance updates, and responding to owner requests.
• May support leasing and marketing efforts by greeting prospects, showing apartments, assisting with applications, and closing lease deposits.
• Completes various accounting, financial, administrative, and other reports as assigned.

Organizational Responsibilities

• Ensures compliance with regulatory requirements, organizational standards, and operational processes, reporting violations as needed.
• Practices proper safety techniques and reports equipment malfunctions, injuries, or other safety issues.
• Identifies areas for improvement and suggests ways to enhance efficiency, productivity, and profitability.
• Stays updated on industry trends and changes through training, meetings, and other information sources.

Working Conditions

• Works primarily in an office environment but may be exposed to outdoor elements, including temperature fluctuations, weather, odors, and hazardous landscapes.
• Must be able to physically access all parts of the community and amenities.
• Routine local travel may be required for tasks such as making bank deposits or attending training.

Physical Demands

• Must be able to push, pull, lift, or carry up to 20 pounds independently and 50 pounds with assistance.

Requirements

• Valid driver’s license (required to drive a golf cart on property).
• All licenses and certifications required by state and local jurisdictions.

Skills

• Strong proficiency in reading, writing, and communication to complete legal documents, explain apartment features, and address resident inquiries.
• Demonstrated proficiency in internet, word processing, spreadsheet, and database management programs for reporting and documentation.
• Strong proficiency in property management software (preferably Yardi and/or OneSite).
• Mathematical skills to perform calculations for financial records, budgets, and fiscal reporting.
• Understanding of community operations, lease terms, and lease enforcement, including collections.
• Employment history demonstrating experience in community management, sales, marketing, and customer service to assist in daily operations and resolve resident issues.