Position Summary
The Assistant Property Manager (“APM”) is responsible for ensuring the financial viability and continued compliance for assigned properties. They are to maintain minimal vacancy by leasing all vacant units within expectation, managing the waitlist proactively and marketing when necessary. They are to maintain property compliance by completing annual recertifications timely and ensure we have accurate, available, and audit ready files at all times.
The APM will act as an additional layer of support in ensuring that all maintenance work orders and turnover production are completed professionally while maintaining a safe work environment at these same developments. The APM will demonstrate professional presentation and provide excellent customer service to prospective and current residents thus encourage long-term tenancy. The APM will demonstrate this same high level of customer service to all vendors, TEAM members and housing partners.
Duties and Responsibilities
- Ensuring waitlist is always fresh with viable leads and current household information. Assist pre-applicants with the process of being added to the waitlist through Rent Café.
- Responsible for all new resident application activities including resident education on qualification process and lease terms, lease processing through Rent Café and internal move-in paperwork.
- Weekly attention to be paid to vacancy at the property to ensure properties remain at above budgeted vacancy.
- Consistently market the properties to high standards by optimizing curb appeal.
- Prepare and maintain appropriate leases, lease renewals and annual re-certifications for all funding sources timely
- Walk residents through the recertification process. Maintain complete, accurate and audit ready files both physically and digitally. In Rent Café when applicable
- Proactively manage housing partner subsidy programs and relationships.
- Follow up with 3rd parties that promised payment on behalf of new tenant for the initial Security Deposit and/or 1st month’s rent
- Ensure rent portion letters are received timely and include annual increases for renewals
- When assigned a community with market rate units, actively track and make rental rate adjustments based on market competition, properly market these units as needed, ensure timely and optimized renewals and new leases.
- Assist the Property Manager with all general management of their assigned apartment developments
- Maintain quality of product by walking property regularly and documenting any items that need to be addressed. Bring forward any concerns to the attention of the PM.
- Process transfer requests, reasonable accommodation requests and address resident concerns.
- Calculate and process tenant portions when specific programs require (PHA, 811, etc)
- Share best practices with colleagues not only within the assigned region but more broadly within RPM.
- Practice exceptional customer service, professionalism, safe work practices daily.
- Partner and work closely with all departments within RPM Development Group.
- Work beyond the narrow and specific job responsibilities to advance the goals of the company.
- Property inspection results will be consistently excellent
- Resident satisfaction surveys will yield consistently positive results
- Maintain minimum of 97.5% occupancy at each property.
- Operational Properties: Vacant units are to be turned and occupied within 62 days.
- All move-out paperwork (including required back charges) is required to be completed and sent to your Regional PM within 3 business days (or 1 business days for lock outs).
- Ensure the waitlist displays a minimum of 5 applications for every set aside and/or unit type.
- Obtain approvals for new move-ins from 3rd party compliance organizations with at least an 85% success rate of approval upon initial submission.
- Complete Annual recertifications ensuring properties maintain continued compliance.
- Ensure 75% of all recertifications closed out 60 days before the lease's expiration and 100% of recertifications due within 30 days of lease expiration.
- Pursue professional development by attending a minimum of two seminars/classes of professional education available within the apartment industry.
Relationships and Contacts:
Reports to: Property Manager
Supervises: N/A
Required Education and Experience:
- High School Diploma required/College degree preferred/APM a plus
- Two years of increasing property management responsibility to include all aspects of a multi-site operation.
- Maintain certifications for the LIHTC program and be a Notary Public. (or obtain within 90 days of employment)
- Knowledge of market rate housing if required for your property(s).
- Technology literacy and a solid understanding of operating software, Yardi experience preferred.
- Requires a valid driver’s license, an insured vehicle, and the ability to travel (between properties)
Working Conditions:
- Ability to work periodic flexible hours is required.
- Ability to work at property locations within or near transitional neighborhoods
- Ability to climb stairs, take elevators, bend, squat, reach overhead and lift up to 15 pounds at times.
