Community Assistant

Position Summary

The Community Assistant’s primary responsibilities include, but may not be limited to, assisting residents with customer service items, general office upkeep, marketing outreach on campus or with local businesses, taking prospective residents on tours and leasing, whether it’s to a new prospect or renewing a current resident. Community Assistants will likewise be responsible to assist the Community Manager, Assistant Manager or Leasing Manager as directed.

Universal Competencies

• Service Initiative: Maintains a proactive and positive mindset; Is goal oriented and knows how to get results.

• Customer and Quality Focus: Consistently works for his/her customers and the company; Cares about the quality of work and service provided.

• Service Safety: Conducts day to day activities in such a way that Safety for self and others is valued and observed; Provides a safe atmosphere for customers and business partners.

• Professionalism: Demonstrates ethical behavior and honesty at all times.

• Level of Dependability: Maintains punctuality and acceptable attendance record; Accepts responsibility for his/her own actions; Willingly adapts to changes in the organization.

• Adherence to All Company Policies and Procedure: Has knowledge of the established policies and procedures and shows willingness to abide by them.

• Teamwork: Works well with other associates/departments and collaborates effectively in team situations to improve overall performance.

• Cohesion: Demonstrates concern for and about the customers and works to effectively partner with others to achieve success.

• Respect: Adaptable: Creates an atmosphere that supports the open expression of ideas; Is open, professional and approachable.
  Communication: Effectively communicates thoughts and concepts in a courteous and professional manner; Provides helpful feedback and coaching;
  Courtesy: Maintains a friendly and professional demeanor that exercises proper behavioral etiquette and looks to encourage and serve both customers and co-associates.

• Financial Responsibility: Innovative: Demonstrates efficiency and creativity; Looks for better, faster and more efficient ways of doing things; Handles challenges/obstacles with a positive outlook.
  Performance: Exhibits a well-organized and timely approach to achieve desired results; Aligns resources to meet the needs of the community.
  Fiscal Safety: Concerned for the financial well-being of the company by compliance to safety procedure; Aware of liability concerns.

• Passion: Enjoys the work being performed and demonstrates a pleasant demeanor on the job; demonstrates initiative and a desire for success.

• Entrepreneurial Spirit: Exhibits behavior that is consistent with the Vision, Mission and Values of the Company; Makes working environment enjoyable for self and others.

Job Specific Competencies

• Renting Apartment Homes: Generate traffic, respond to telephone and internet inquiries, greet prospective residents, tour prospective residents throughout the property, qualify prospects and close the sale by obtaining a rental signed lease and a guarantor, deposit, or surety bond if needed.

• Visually Inspecting the Property: Visually inspect the entire property daily for cleanliness.

• Touching Up Model Units: Inspect and touch up model units.

• Processing Rental Applications: Process rental applications, obtain required documents, schedule move-ins and prepare all lease file documents.

• Maintaining Lease Files: Maintain lease files per policy and procedure.

• Accurately Recording Traffic: Accurately record traffic from all sources daily.

• Converting Traffic to Leases: Convert minimum of 30% total traffic to leases.

• Following-Up with Prospective Residents: Follow-up with prospective residents in the leasing pipeline once every 24-48 hours via phone, text message, and email, including an initial phone call within 24 hours of their tour.

• Marketing Outreach: Outreach marketing on a weekly basis to campuses, local businesses, and student organizations.

• Maintaining Leads and Contacts: Maintain leads and contacts.

• Building Relationships: Build relationships with student influencers.

• Picking Up Trash: Pickup trash off ground, operate trash compactor when necessary and if called for, carry cleaning supplies and/or vacuum up/down stairs to apartment homes and clean apartment to bring it up to resident ready standards.

• Aiding with Lockouts and Service Calls: Assist with after hours lock outs and service calls if necessary.

• Documenting Occurrences: Document all occurrences which need the Community Manager’s attention.

• Recording Resident Service Requests: Record resident service requests accurately and in detail to assist the service team in the timely completion of all requests.

• Scheduling and Inspecting Apartments: Schedule and inspect apartments for turnkey service.

• Receiving and Acknowledging Notices: Receive and acknowledge resident notices and prepare files.

• Aiding in Lease Renewal: Complete lease renewal and submit to Community Manager for approval. Continual contact with each resident by phone, text, email, personal visits etc. 30-45 days after move-in and throughout the lease term. Send renewal letters to those residents unable to be reached by phone. Generate new leases and all applicable addendums. Assemble move-in packages. Keep market survey of competitor rates up-to-date at least weekly and visit competitors once to twice a semester. Follow competitors on social media to update management with any information relevant to the market surveys.