Assistant Community Manager
: Job Details :

Duties and ResponsibilitiesFinancial/Administrative Operation•Manage all communications with residents regarding rent and past due balances; lease violations; inspection notices; payment arrangements, and/or legal eviction procedures according to company timelines.•Manage the timely collection of rent including billing residents, posting payments, and processing bank deposits according to company procedures and timelines (including Section 8 and other supplemental payments).•Assist in the preparation of reports for the District Manager, Accounting, or any Corporate Office department; prepare any specialized reports or analyses as directed by Community or District Manager.•Maintain accurate records and resident files in company approved, internal and external audit compliant order.•Process move out paperwork and security deposit status according to procedural timeline; input information into Boston Post for accuracy in move out records.•Assist Community or District Manager with providing input or key budget items based on historical and projected expenses. Review budget against actual expenses regularly to ensure proper controls on spending.•Order and maintain administrative office supplies.•Approve and submit all vendor invoices and related paperwork for payment according to designated deadlines.•Ensure timely communication with the Community Manager and/or District Manager regarding all phases of property operation, resident issues and significant changes or problems.Physical Operation•Walk and inspect property to monitor vacant apartments, model apartments, exterior lighting, landscaping, pavement conditions, etc. Report action items to Community or District Manager and Maintenance.•Ensure property is prepared for scheduled audits or regulatory inspections.•Monitor apartment inspections relating to move-in and move out procedures.•Coordinate with Maintenance for work related to routine service requests, preventative maintenance, emergency maintenance and seasonal maintenance.•Update vacancy status daily and coordinate efficient unit turnover schedule with Maintenance.Marketing/ Leasing/ Move In•Assist the Community or District Manager in the formulation of ideas for an effective marketing plan. Implement the marketing plan as directed by the Community or District Manager. (Applies to Conventional Properties.)•Accurately record and track quantity and details of telephone and in-person prospects.•Show and lease apartments to prospective residents.•Conduct applicant interview and complete all initial certifications, required documents, and verifications for affordable sites.•Process, approve or deny rental applications in accordance with the Tenant Selection Plan, Marketing Plan, Compliance Programs and all applicable laws and regulations (pertains to one-person office, otherwise, process applications for review and approval/denial by Community Manager).•Schedule new resident move in dates and coordinate move in with Maintenance Supervisor; update vacancy and occupancy status daily.•Conduct new resident orientation to property including rules and regulations.•Perform move in and move out inspections with residents.Resident Retention•Enforce and adhere to lease and rules and regulations as appropriate to Fair Housing laws and ensure consistent treatment of all residents.•Assist maintenance team with processing work orders from inception to completion in Boston Post and coordinate schedules with maintenance department; perform resident follow-up calls on work orders.•Maintain a professional office atmosphere to ensure all residents and prospective residents feel welcome.•Maintain a positive customer service attitude; be pleasant, professional, and responsive to residents, prospective residents, vendors, and contractors.•Process monthly lease renewals, prepare all necessary documentation and schedule and conduct interim and annual re-certifications or lease renewal signing according to policies and procedures. *Please refer to Compliance section along with policy and procedures for Affordable housing.Compliance•Understand and conduct all business in accordance with regulations of HUD, DHCR, HFA, and all other federal and state supervisory agencies, Fair Housing, Americans with Disabilities Act, OSHA, federal, state, local and all other laws pertaining to multifamily housing and employees, applicable.•Submit monthly reports to DHCR, HUD, or other regulatory agencies as required.•Follow all company rules, regulations, policies, and procedures as set forth in training sessions, manuals, memos and other means of communication.Perform other duties as assigned.Supervisory Responsibilities•Assist Community or District Manager in the supervision of daily activities performed by maintenance and administrative personnel; reassign or cover for staff duties due to vacations, illness, etc.•Support the Community or District Manager in staff evaluations including, but not limited to, performance reviews, compensation paperwork, corrective action discipline and termination paperwork.•Reinforce compliance of all human resources policies with staff.•Encourage and participate in training for staff including safety, emergency procedures and other job-related development opportunities.•Promote safety first and ensure that all staff are following safety policies and procedures.Requirements•Must be proficient in Microsoft Office and be able to navigate the Internet.•Must possess knowledge of Boston Post or similar management software.•Must be able to manage a variable schedule and remain available for property emergencies.•Required use of a cell phone.•Must be able to walk, lift and move light loads (20lb. max.), bend, stoop and climb stairs on a regular basis.•Must possess effective decision-making abilities.Minimum Educational Requirements•High School Diploma or equivalent.•Knowledge of Fair Housing laws.•Must be Certified Occupancy Specialist (if applicable).•Knowledge of LIHTC (if applicable)•NYS Notary License must be obtained within six months of hire.•Must have excellent interpersonal, customer service, organization, time management, conflict resolution, and verbal and written communication skills.Salary Description $45,000-$50,000