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Apartment Property Manager NEW

Coatesville, Pennsylvania
Paradise Management, LLC
Assistant Property Manager (APM)

Summary
The position of Assistant Property Manager is designed to train personnel for the position of Property Manager. The Assistant Property Manager assists the Property Manager in effectively managing the assigned community.

Qualifications
The following qualifications must be met in order to be considered for the position of Assistant Property Manager:

  • Must have at least 3 years experience in property management (leasing, bookkeeping, etc.).
  • Must have proficiency in verbal/written communications.
  • Must have proficiency in math.
  • Some college hours preferred.
  • Must be available for after hour’s emergency situations.
  • Must be able to work flexible hours/days and weekends.

Duties and Responsibilities
The job functions of the Assistant Property Manager include those of the Leasing Consultant and Marketing Director but will also expand as the Assistant Property Manager learns to take on more of the Property Manager’s duties. Ideally these duties will include, but are not limited to the following:
Assisting the Property Manager

  • Inspect property for community policy violation (inoperable vehicles, unauthorized pets, etc), needed repairs, landscaping check, etc.
  • Act as manager in the absence of Property Manager if so directed, including supervision of on site employees.
  • Assist Property Manager in taking move out notices, service requests resident transfers, etc.
  • Assist Property Manager with lease renewals
  • Inspect vacancies, make readies and complete service requests as necessary.
  • Complete reports for Property.
  • Lead the team in all leasing duties.
  • Assist Property Manager with Accounts Payables.
  • Update required reports concerning move-out notices, activity, etc., on a daily basis.
  • Organize and file all applicable reports, leases and paperwork.
  • Proofread all lease paperwork and process move-in and move-outs.
  • Process all security deposit move-out reports.
  • Accept service requests from residents and submit to maintenance.

Leasing Apartments

  • Greet clients (off your seat and on your feet!).
  • Maintain a professional yet friendly atmosphere in the leasing office and other areas where prospects and residents meet.
  • Answer incoming phone calls and emails and handle accordingly.
  • Greet and qualify prospective residents, determining needs and preferences, and professionally present community and specific apartments to them while communicating features and benefits.
  • Tour apartments with clients; discuss all benefits of the apartment community and each apartment shown.
  • Tour model apartment, even though it may not be the floor plan desired.
  • Explain to the client in detail the application procedures and lease contract.
  • Complete Guest Card information form on all prospects, send thank you notes and perform follow up.
  • Correctly complete all lease applications, assist with application verification and notify prospective residents of results. Update information in the management software program.
  • Assure application is processed through proper channels.
  • Input all prospect, applicant, and resident information in the management software program.
  • Type leases, enter leasing and traffic information in computer as necessary.
  • Organize and file appropriate reports, leases and paperwork. Shred all confidential paperwork as needed.
  • Type weekly, monthly and/or special reports as designated by the Property Manager.
  • Inspect models and make ready units daily or as directed by the Property Manager to ensure cleanliness.
  • Receive deposit and rent money, record appropriately.
  • Maintain at least a 33% closing ratio.
  • Welcome new residents. Assist as necessary to ensure a smooth move-in.
  • Physically inspect property when on grounds, pick up litter and report any service needs to maintenance staff.
  • Become familiar with competitive properties in the area and know how to sell against them in a positive fashion (do not negative sell competitors).
  • Become familiar with the area.
  • Become familiar with all Paradise Management, LLC policies and procedures.

Resident Relations

  • Maintain positive customer relations attitude.
  • Oversee the design of the monthly newsletter before it is submitted to Property Manager for approval on or before deadline.
  • Meet with onsite team to plan and attend monthly resident events.
  • Responsible for the lease renewals each month.

Marketing and Advertising

  • Meet weekly marketing goals set by Property Manager.
  • Perform outreach marketing as directed by Property Manager.
  • Ensure all advertising, social media, and websites are updated as directed by the Property Manager.
  • Compile information for and manage the Market Survey on a weekly basis.
  • Ensure that brochures and marketing materials are stocked daily.
  • Assist with planning and attend any outside marketing events.
  • Oversee the design of materials being used and distributed for marketing to ensure quality (brochures, Take Ones, postcard, etc.).

Employee Relations

  • Aid Property Manager as directed. Assist in paperwork, touring property, vacancies, and policy violations.
  • Work with other employees to maintain a smoothly-run community.
  • Maintain a professional attitude and appearance at all times.
  • Work with all employees to foster the Paradise Management team spirit.

Accounts Receivable and Collections
The Assistant Property Manager is responsible for the entire Accounts Receivable Process including but not limited to the following tasks:

  • Maintain accurate resident records. On a daily basis, update all rents, deposits and application fees received from applicants and residents.
  • Issue appropriate notices when necessary (i.e.: late notice, eviction notices, balance notices, returned check notices).
  • Process Resident Move/Outs.
  • Manage all receivables due from past residents.
  • Maintain acceptable delinquency percentage as directed by the Property Manager and/or Owner.

PHYSICAL REQUIREMENTS
Stand and walk or sit alternatively depending on specific needs of the day. Estimate 50% of time is spent on feet and 50% sitting at desk.
Have occasional need (1% to 33% of the time) to perform the following physical activities:
Bend/Stoop/Squat Pick up litter, filing
Climb Stairs Inspect and show property
Push or Pull Inspect and show property, open and close doors
Reach Above Shoulder Inspect property, store/retrieve supplies
Have frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting and presenting property.
Constant need (66% to 100% of time) to perform the following physical activities:
Writing/Typing Corporate, inter-office, resident communications
Grasping/Turning Telephone, doorknob use
Finger Dexterity Operation of office equipment
Lifting/Carrying (paperwork, deliveries, files, miscellaneous):
Over 25 lbs. Rare need (less than 1% of the time)
20 lbs. – 25 lbs. Occasional need (1% to 33% of the time)
Less than 20 lbs. Frequent need (33% to 66% of the time)
Under 10 lbs. Constant need (66% to 100% of the time)
VISION REQUIREMENTS
Constant need (66% to 100% of the time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail and view computer screens.
Frequent need (33% to 66% of the time) to see things clearly beyond arm’s reach (inspecting property, neighborhood surveys).

HEARING REQUIREMENTS
Constant need (66% to 100% of the time) to communicate over telephone and in person with vendors, corporate office staff, and residents.

SPEAKING REQUIREMENTS
Constant need (66% to 100% of the time) to communicate over telephone and in person.

MENTAL/EMOTIONAL REQUIREMENTS
Must be able to work in a fast-paced and customer service-oriented environment.
Perform duties under pressure and meet deadlines in a timely manner.
Work as part of a team, as well as complete assignments independently.
Take instructions from supervisors.
Exercise problem-solving skills.
Interact with co-workers, supervisors, guests and the public in a professional and pleasant manner.

DRIVING/TRAVELING REQUIREMENTS
Frequent need (33% to 66% of the time) to utilize personal transportation to inspect apartment property and surrounding neighborhood, make trips to the bank and also visit the corporate office.
Must have valid driver’s license and automobile insurance.

WORKING ENVIRONMENT
Indoors (66% to 100% of the time); frequently outdoors, all conditions (33% to 66% of the time).

REASONING DEVELOPMENT
HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action. Must effectively convey ideas, images and goals to a diverse group of personalities.

SAFETY RESPONSIBILITIES
Learn and comply with all company safety rules.
Use appropriate safety equipment at all times.
Immediately report all unsafe conditions to supervisors.
Be familiar with all safety features of equipment, machinery, or materials encompassed by job duties; and must check with supervisor if there is a question as to the safe procedure to be used for any job function.
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