Assistant Resident Manager
Santa Rosa, CA
Summary: The Assistant Resident Manager is responsible for assisting the Resident Manager in overseeing the assigned property's daily operations. Responsibilities include but are not limited to assisting with the completion of documentation for resident files and/or property management, answering incoming phone lines, filing, posting of rent bills, managing work orders, interacting with residents and reception of walk-in inquiries. The Assistant Resident Manager may be required to assume the responsibilities of the Resident Manager when the Resident Manager is absent. There is apartment/housing within the community. The Assistant Resident Manager’s duties normally involve assisting in the performance of the duties set forth below:
Specific Duties and Responsibilities: The following reflects Burbank Housing’s definition of essential functions for this job but does not restrict the tasks that may be assigned.
- Review tenant applications for eligibility; maintain and purge waiting lists; show available units.
- Follows Burbank Housing’s procedure for processing eligible applicants within the program guidelines attached to the property (i.e. TCAC, USDA, CHFA, HUD, RHCP). Works diligently to ensure that all new move-in files are complete and orderly.
- Attends training as needed and recommended by Burbank Housing. This training may require overnight stays out of town.
- Walks property at least twice per day (once in the morning and once in the evening) to assure residents of management presence and to monitor the overall appearance of the property.
- Attends regular in-house training and informational meetings offered by Burbank Housing.
- Ensures that vacant units are "turned" in the fastest possible time by monitoring timeliness of vendors and maintenance staff. Walks vacant unit daily to monitor progress of turn.
- Keeps property vacancy loss to a minimum by processing multiple applicants simultaneously upon receipt of notice of intent to vacate by current resident.
- Collects and scans rent payments and security deposits using Payscan. Works with accounting staff to facilitate smooth accounting procedures.
- Completes lease form, outlines conditions and terms of occupancy with new resident and completes relevant paperwork.
- Performs annual re-certification of tenants, completes required weekly reports, monthly reports, task calendars, ticklers and compliance reports.
- Cooperates with compliance staff in submitting requested information for audits, inspections and annual reports for lenders and regulatory agencies.
- Directs and oversees assigned on-site staff as needed.
- Instructs tenants in emergency procedures, appliance use, and property rules.
- Investigates tenant complaints and resolves tenant issues, prepares written incident reports, prepares and serves tenant warning notices, 3-Day notices, 10-Day notices, and 30-Day notices, appears in eviction proceedings, and maintains a daily Manager’s log.
- Shows vacant units and applies approved marketing strategies to reduce vacancy loss.
- Conducts annual unit inspections, walk through of vacated units assessing any damage, cost of repairs, and arrange turnover repairs. Prepares security deposit refund statements and submits to accounting department for disbursement in accordance with lease provisions.
- With the Maintenance Supervisor and Maintenance Operations Manager, schedules maintenance staff, engages subcontractors in repairing plumbing or electrical malfunctions, painting of apartments or buildings, and maintaining landscaping or gardening work, and prepares maintenance work orders for all maintenance work to be performed.
- May need to act as a repair person in an emergency.
- Provide local information of available nearby schools, shopping malls, recreational facilities, and public transportation.
- Oversees, coordinates, and maintains calendar of events and users for Community Room use.
- Works in cooperation with Resident Services staff.
- Other duties as assigned.
Qualifications Requirements: The requirements listed above are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made (except experience levels) to enable individuals with disabilities to perform essential job functions.
Education and/or Experience: Education and/or Experience: At least 2 years’ experience in a professional office and/or 2 years’ experience assisting in the management of an apartment complex; subsidized housing experience preferred.
- Commitment & enthusiasm toward achieving Burbank Housing’s Mission and Vision Statements.
- Ability to work cooperatively and effectively with a diverse group of people.
- Strong oral and written communication skills.
- Strong time management skills and ability to multi-task.
Language Skills: Proficiency in English is required in both spoken word and written language. Ability to read and interpret rental agreements, government regulations, and budgets. Ability to write effective business correspondence. Ability to effectively communicate information and respond to questions from groups and individuals.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Attention to detail and a high degree of accuracy is required.
Reasoning Abilities: Ability to analyze and interpret technical procedures and instructions. Ability to collect data, establish facts, and draw valid conclusions.
Management Skills: Ability to supervise, train, and direct on-site staff. Must be detail oriented, well organized, and must be sensitive to the needs and concerns of tenants and staff.
Other Skills and Requirements:
- Possession of a valid California Driver’s License, maintain a satisfactory driving record, reliable personal transportation and automobile insurance per requirements of the State of California.
- Working knowledge of computer software and systems: Microsoft Office competency required.
- Ability to quickly gain competency in Yardi Voyager and/or other software related to property management.
- Satisfactory criminal background history for employee and adults age 18 years and older who reside with employee.
Physical Demands: While performing the duties of this job, employee is regularly required to walk; climb stairs, sit; use hands to handle objects/operate keyboards, tools or controls; reach with hands and arms from the waist and above the shoulders; stoop; kneel and crouch; lift up to 30 pounds; see, talk and hear. A pre-placement physical is required.
Work Environment: The noise level in the work environment is usually moderate.