Assistant Program Manager

Inclusive Housing Resources; Fairfield (OH); On-site; USD 35,000 - 55,000; Full time

Job summary

Inclusive Housing Resources is seeking an Assistant Property Manager to support daily property management operations. The role emphasizes excellent customer service, precise administration, and strong tenant relations, with duties spanning rent processing, documentation, and coordination with maintenance and external agencies.

The position requires experience with property management software, MS Office tools, and the ability to manage multiple tasks in a fast-paced environment while ensuring

Qualifications

• High School Diploma or GED.
• Experience with Microsoft Word, Excel, Outlook and Adobe preferred.
• Experience with property management and work order software programs.
• Excellent customer service skills/ability to communicate verbally.
• Property management experience preferred.
• Ability to walk, stand, or sit for long periods of time.
• Ability to lift up to 40 lbs. and the dexterity sufficient to perform the manual tasks involved.
• Ascend/descend stairs.
• Ability to view a computer monitor and enter data for long periods of time.
• Must be clear of any medications or other substances that would impede the ability to safely operate.

Responsibilities

• Answering calls and greeting walk-in traffic.
• Manage general mailbox emails and voicemails.
• Maintain property management database with essential information.
• Post charges and billing to funders for various revenues.
• Receive and record rent payments; remit receipts and notices.
• Communicate with agencies about tenant/home issues.
• Conduct maintenance-related communications and document progress.
• Perform lease enforcement activities.
• Ensure utilities are maintained and bill tenants when needed.

Skills

Customer service

Verbal communication

Time management

Data entry

Education

High School Diploma or GED

Tools

Microsoft Word

Excel

Outlook

Adobe

Job description

Assistant Property Managers represent and promote the mission and core values of the organization by supporting the daily operations of the property management team. The assistant property managers do so by delivering excellent customer service and attention to detail while performing administrative tasks, maintaining resident relations, and support with maintenance functions. In addition, they maintain required tenant paperwork for compliance and lease enforcement, and other duties that may be assigned.

II. Essential Functions:

Day to Day Operations

• Answering calls
• Greet walk in traffic
• Manage general mailbox emails and voicemails
• Maintains property management database with essential information
• Posts one-time charges, including but not limited to, tenant damages and billing to funders for items such as CCA reimbursements, home modification revenues and other capital grants
• Receives and records all monthly rent payments. Collects late fees and security deposits. Remit rent receipt letters and balance due notices monthly
• Communicates with provider agencies and SSAs about items affecting the tenants in the home, including items such as property inspections and property concerns
• Routinely checks housing authority portals and searches for any new paperwork
• Reconciles applicable subledgers (accounts receivable, prepaid rent and security deposit) to the General Ledger monthly
• Perform lease enforcement activities
• Review tenant ledgers for late rent and report to APM II and appropriate tenant contacts
• Maintain documentation in the property management software and paper locations
• Completes all incoming requests for information such as verifications and/or Section 8 paperwork.
• Ensures utilities are properly maintained, including verifying tenants maintain utilities and billing tenants when needed for utilities
• Deliver tax exemptions and mortgage paperwork to appropriate county offices

Maintenance

• Meets inspector for CMHA/BMHA re-inspections
• Take work orders requests by email and phone call. Enter and assign these to appropriate maintenance staff. Ensure that priority is well communicated.
• Creates billing for damages billed back to tenants or providers and communicate with Tenants/Providers/Guardians about any findings from maintenance work.

Compliance

• Sets recertification schedule and ensures all recertifications are completed in a timely manner as required by funder, ensuring tenant and third party charges are correct
• Prepares rent adjustment letters and communicates with tenant contacts
• Prepares annual certification reporting for county board contacts

Other Typically Assigned duties

• It is anticipated that some critical duties of the APM2 will be assigned if the APM2 is not available.
• Other duties as assigned.

Other Requirements

• Consistently exhibits strong teamwork.
• Prioritize tasks and exercises good time management to assure completion of tasks in an orderly and timely manner
• Consistently effectively communicates with team members, supervisor, tenants and external partners, including excellent written communication
• Exhibits a willingness to learn new skills
• Works with others to plan, coordinate and/or complete tasks
• Attend meetings as necessary
• Works with minimal supervision

III. Qualifications

• High School Diploma or GED
• Experience with Microsoft Word, Excel, Outlook and Adobe preferred
• Experience with property management and work order software programs
• Excellent customer service skills/ability to communicate verbally
• Property management experience preferred
• Ability to walk, stand, or sit for long periods of time
• Ability to lift up to 40 lbs. and the dexterity sufficient to perform the manual tasks involved
• Ascend/descend stairs
• Ability to view a computer monitor and enter data for long periods of time
• Must be clear of any medications or other substances that would impede the ability to safely operate

vehicles

• Must have the ability to travel within Butler, Clermont and Hamilton counties as assigned