Assistant Community Manager

ADP, Inc.; Lancaster (Lancaster County); On-site; USD 51,577,000 - 68,770,000; Full time

Benefits offered by this job

Paid vacation

Sick time / holidays

Medical & dental coverage

401(k) with employer match

Job summary

ADP, Inc. is seeking a Property Operations Associate in Lancaster to manage day-to-day property activities under the Community Manager and Asset Manager. You will handle leasing processes, tenant relations, and administrative tasks to ensure smooth operations.

You will coordinate marketing for apartments, conduct showings, process applications, and maintain compliance with lease agreements and applicable laws. This role requires strong organizational skills and reliable office coverage.

Responsibilities

• Oversee day-to-day operations of the property.
• Initiate and implement policies, forms, schedules, and controls under Community Manager and Asset Manager direction.
• Maintain daily office hours and ensure weekend/holiday coverage as required.
• Manage tenant, applicant, vendor, contractor, and accounting files.
• Coordinate leasing marketing and advertising campaigns for apartments.
• Assist with resident events such as open houses and realtor tours.
• Monitor market conditions affecting leasing and operations; stay aware of competition and migration trends.
• Develop leasing checklists, forms, and processes to streamline apartment rentals.
• Ensure compliance with lease agreements, landlord-tenant laws, and related ordinances.
• Show apartments professionally and respond to inquiries; track prospect referrals and inquiries.
• Process applications and screen applicants for Community Manager approval.
• Perform pre-move-in inspections and manage rental/deposit collections.
• Monitor tenant relations and expeditiously resolve complaints under Community Manager guidance.
• Supervise the work order dashboard to ensure timely tenant service.
• Notify tenants of issues affecting tenancy, including eviction filings and court appearances as directed.
• Ensure compliance with Fair Housing Laws and landlord-tenant codes.
• Conduct unit inspections for security deposit disposition and prepare related letters/reports.
• Manage accounts payable/receivable and property expenditures for approval.
• Data entry for Assistant Community Managers; prepare weekly occupancy reports and monthly lease renewals for approval.
• Assist with annual operating budget preparation; coordinate building security and incident documentation with management and owners.
• Collect bids for contracts and order office supplies as directed; conduct annual unit inspections with Asset Manager and Director of Maintenance.

Job description

Responsible for the day-to-day operations of a specific property. Initiate and implement policies, procedures, forms, schedules, and/or controls as necessary to properly manage the property under the direction and approval of the Community Manager and Asset Manager.

• Maintain regular daily office hours ensuring adequate coverage on weekends and holidays as required;
• Maintain good answering service relations and systems for exchange of information and keep answering service up-to-date with calling sequences and accurate names and numbers;
• Maintain accurate, efficient files for all site administration including tenant files, applicant files, vendor and contractor files, accounting files, etc.;
• Implement marketing and advertising campaign for leasing of apartments as approved by Community Manager and Asset Manager;
• Assist Community Manager in coordinating resident events such as open houses, Realtor tours, and tenant promotional activities;
• Maintain constant awareness of market conditions affecting the leasing and general operations of the property, including but not limited to, knowing the competition and corporate in/out migration;
• Develop and maintain a leasing reference book for the property's unique features, amenities, size, available apartments, rental rates, and leasing promotions;
• Develop and maintain and implement a leasing checklist and package to include all required forms, deposits, schedules, and information needed to effectively lease apartments;
• Know and understand RP Management's lease agreement, related documents, and the affecting Landlord-Tenant code and other laws and ordinances affecting Landlord-Tenant code and other laws and ordinances affecting the marketing and leasing of the property;
• Show apartments in an effective, professional, and friendly manner as directed by RP Management's policies and procedures;
• Track and follow-up on all prospect referrals, walk-ins, and phone inquiries;
• Process all applications and diligently screen applicants for Community Manager's approval in accordance with RP Management's operational procedures;
• Perform all pre-move-in inspections of apartments being turned;
• Maintain rental and deposit collections;
• Monitor landlord-tenant relations and assess and resolve tenant complaints expeditiously under the direction of the Community Manager;
• Supervise the work order dashboard to assure expeditious and proper response to tenants' needs;
• Confirm that tenants are fully and properly notified of all issues that affect their tenancy, including filing court documents for
  eviction, and attending scheduled court hearings as Landlord's representative as directed by the Community Manager;
• Maintain constant awareness and compliance with the Fair Housing Laws;
• Maintain constant adherence to the Landlord-Tenant code and other laws and ordinance affecting the property;
• Conduct unit inspections for determination of tenant's security deposit disposition according to RP Management's policies and procedures;
• Prepare security disposition letters, security deposit returns, and reports according to RP Management's policy;
• Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable;
• Process all property expenditures for Community Manager's approval according to RP Management guidelines;
• Perform data entry as required of Assistant Community Managers and directed by RP Management;
• Prepare and submit to Asset Manager all required reports including, but not limited to, the weekly occupancy summary, move-in/move-out analysis, traffic reports and rent rolls;
• Prepare and submit to Asset Manager for approval monthly lease renewal batches;
• Take part in preparing annual operating budget with Community Manager and Asset Manager according to RP Management's policies and procedures;
• Assist Community Manager in maintaining appropriate building security measures, incident documentation, and proper notification to management, Safety Committee, owners, and insurance carriers as required by RP Management's policies and procedures;
• Maintain a continuous list of property needs and concerns including administrative, maintenance, and those that are market driven;
• Assist Community Manager in collecting multiple bids for contract work to present to Asset Manager and Director of Maintenance for approval;
• Order office supplies as directed by Community Manager;
• Assist Community Manager in conducting and documenting annual unit inspections in conjunction with Asset Manager and Director of Maintenance;

Compensation:

$ 18 / hour - $24 / hour with benefits including, paid vacation, sick time / holidays, medical & dental coverage and 401(k) with employer match. Friendly, comfortable working environment.

Shift: 8:30AM - 5:00PM, Closed all major holidays