
POSITION OF ASSISTANT MANAGER
REPORTS TO: Community Manager
The purpose of this job description is to communicate the responsibilities and duties associated with the position of ASSISTANT MANAGER. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. Every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives.
Our company emphasizes a TEAM APPROACH and expects every person to perform any reasonable task or request that is consistent with fulfilling company objectives. It is imperative that you review these duties, skills and physical requirements closely and that you understand that by signing the Job Description Acknowledgement, you are verifying that you can perform all the duties, have the skills and possess the physical abilities that are necessary to perform the job as described.
SKILLS, KNOWLEDGE AND PERSONAL CHARACTERISTICS:
The following attributes are desirable for job success: experience in managing/leasing multi-family properties, certification in the multi-family (ARM, CAM, NALP, etc.), bookkeeping experience, ability to communicate effectively, safety conscious, ability to assert yourself, preference for detail work, ability to work well under pressure, self-motivation and self-direction, ability to work with/without direct supervision and the ability to become a team leader.
JOB SUMMARY:
The Assistant Manager is to assist the Community Manager in effectively managing the assigned property.
Responsibility for weekly/monthly reports to include receiving and posting of rents, assist in maintaining office clerical, filing and record keeping systems.
Responsible for conversion of telephone and walk-in prospects to leases, resulting in maintained and increased occupancy, and the inherent responsibility to effectively communicate to existing residents and establish a successful renewal program. Identify and strive to meet the resident’s needs.
In the Community Manager’s absence, the Assistant Manager will assume all responsibilities associated with accomplishing property objectives.
WAGE/HOUR STATUS
Non-Exempt (eligible for overtime)
MAJOR DUTIES AND RESPONSIBILITIES:
Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to apartments.
Duties include, but are not limited to:
1) Accounting policies and procedures:
a. Collect, record & deposit rental payments, application fees, security deposits, etc.
b. Deliver all payment demand notices on a timely basis.
c. Maintain account records and journals and make bank deposits.
d. Maintain payment plans on move outs with balances. Maintain collection accounts and reporting.
d. Help to prepare weekly and monthly reports as required.
e. Help to prepare legal action for evictions, as necessary.
2) Marketing:
a. Respond effectively to telephone inquiries to generate prospective resident visits to the property.
b. Show and demonstrate apartments, utilizing sales skills to demonstrate market ready product and availability to close prospects.
c. Post rent prices to advertising agencies, social media posting and monitoring, marketing to local businesses.
d. Monitor telephone and walk-in traffic at property via welcome cards and traffic logs. Enter all traffic into System Software. Follow-up with prospective residents.
e. Walk model tour route and opens models daily to ensure quality presentation.
f. Obtain lease information and complete lease applications. Conduct required credit and reference checks. Set up and maintain lease files.
g. Conduct periodic market surveys, as requested
3) Administrative:
a. Correctly complete all lease applications, assist with application verification, and notify prospective residents of results. Type and deliver miscellaneous resident communication as needed.
b. Perform move-in inspections with new residents. Review Welcome packet with new resident in a timely manner.
c. Maintain legal records/files, organize and file appropriate reports, leases and paperwork. Comply and help monitor/oversee all community rules and regulations.
d. Input daily activity, made-ready units, move-outs, move-ins in System Software.
e. Encourage resident retention by contacting all residents on renewal report that are not currently on lease.
f. Help/maintain renewal management (i.e. renewal reports, renewal notices, lease expirations etc.)
g. Help and/or prepare weekly and monthly reports as required.
4) Compliance with management company personnel and operations policy and procedures and compliance to company standards.
a. Working knowledge and understanding of system software
b. No signing of contracts permitted
c. Stay abreast of current policies and guidelines, maintain policy manual as changes are effected, review and monitor policies with employees to insure compliance.
d. Cannot approve applications and/or give concessions.
e. Physically inspect property when on grounds, pick up litter and report any service needs to maintenance staff.
5) Assist with resident relations:
a. Prepare, input, process resident service requests to maintenance, residents, and into system software
b. Assist with resident problems and complaints concerning rent payments, service requests, etc.
c. Assist/Prepare of newsletters and promotion flyers.
d. Assist/Plan community activities and events.
6) Supervisory responsibilities - in absence of the manager, provide “in charge” responsibilities for the property and staff. These responsibilities include being “on call” 24 hours with pager/cell phone, managing and delegating staff for maximum performance of their respective job functions.
ORGANIZATIONAL RELATIONSHIPS:
Reports directly to the Community Manager. In absence of Community Manager, must supervise and schedule maintenance and on-site personnel. Will work with Community Manager, staff members from other communities, outside vendors and service providers.
OTHER REQUIREMENTS:
Hours of Work: Basic schedule includes, but is not limited to, coverage of office from 8:00am to 5:30pm, Monday through Friday, and minimum 11:00am to 4:00pm Saturday. Two days off, as scheduled with Community Manager and Leasing Professional. Assistant Manager may be required to be on call one weekend per month. Schedule may vary according to individual property and Community Manager.
Experience: Presently or previously employed with Management Company as a Leasing Professional receiving satisfactory performance evaluations. One year of industry experience required. Two years preferred.
Education: High School diploma required. Two years of college preferred. Six (6) hours (CEC’s) of industry specific training must be completed annually, please submit to HR upon completion.
Computer / Office Skills: Working knowledge of Microsoft Office – Word, Excel; Internet & Social Media (Facebook, Craigslist etc), Calculator, Copy Machine, Fax Machine, Telephone, Alarm System etc. Working knowledge and understanding current system software.
Physical Requirements: Extensive mobility and good physical condition must be able to perform the physical functions of the position. Including but not limited to: ability to walk entire property, ability to climb 4 flights of stairs, to complete physical inspections of units, deliver resident communications, and show apartments. Be able to effectively communicate with residents, staff, supervisors, vendors, etc. Must be able to lift a minimum of 60 lbs. to facilitate vacuuming, moving office furniture, and/or lift supplies.
Residency: Must meet the qualifications for residency in the community for which they have applied.
Pre-Employment Test Scores: Pass drug and criminal background test.
Must have a reliable vehicle to perform various management tasks and errands, including daily bank deposits. Must have proof of liability insurance for same.
Bondable and Valid Driver’s License.
ADDITIONAL REQUIREMENTS
Employees must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook, or otherwise communicated (verbally or in writing) to employees.
This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification and addition as deemed necessary by the company. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by supervisors, managers or other company officials.
This job description does not constitute an employment contract between the company and any employee.
The job responsibilities of this position may include cross-training in other functions or positions to ensure satisfactory operation of the department or work area.
Our company is an at-will employer. This means regardless of any provision on this job description, either you or the company may terminate the employment relationship at any time, for any reason, with or without cause or notice.
EMPLOYEE ACKNOWLEDGEMENT
I acknowledge that I have received a copy of the Assistant Manager Job Description and understand that it is my responsibility to read and understand it. I understand that this job description may be used as a tool to evaluate the performance of my duties. If I have any questions about this job description or my job duties, I understand that I should ask the President of CPS and/or Agent of Management Company.
Locally owned & operated, Continental Property Services has been serving the Daytona Beach Area since 1976 meeting the apartment home needs of local residents, both permanent and temporary. Our apartment homes are located along the World’s Most Famous Beach.