Assistant Property Manager

Holladay Property Services Mid West Inc; Downers Grove (IL); On-site; USD 62,000 - 65,000; Full time

Job summary

Holladay Property Services Mid West Inc is seeking an Assistant Property Manager to support property operations in Downers Grove, IL. You will work closely with the Property Manager and Portfolio Manager on resident relations, leasing, collections, and maintenance coordination.

The role involves handling move-ins/outs, lease documents, marketing, and administering financial tasks. A college degree or equivalent experience is preferred, with 2+ years in residential property management and

Qualifications

• Customer-service focus and professional demeanor are required.
• Excellent written and spoken communication is essential for resident interactions and leasing.
• Strong organization and time-management skills are needed to manage multiple tasks.
• Experience handling collections, evictions and lease enforcement is preferred.
• Knowledge of Fair Housing laws and landlord-tenant regulations is beneficial.

Responsibilities

• Resident relations: respond to questions and complaints, coordinate move-ins/outs, prepare notices and newsletters.
• Leasing & Marketing: handle inquiries, tours, applications, renewals, and occupancy tracking.
• Facility & Maintenance Coordination: inspect property, manage work orders, coordinate contractors.
• Administrative Responsibilities: manage files, vendor contracts, COIs, licenses, and insurance documents.
• Financial Responsibilities: manage delinquency, move-out statements, rent rolls, and budget support.

Skills

Customer-service

Communication

Organization

Time management

Conflict resolution

Education

College degree or progressive work experience

Tools

Yardi / RealPage / Entrata

Microsoft Office (Word, Excel, Outlook)

Job description

Description

Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Assistant Property Manager supports this mission by working closely with the Property Manager and Portfolio Manager on the day-to-day operations. This includes resident relations, leasing, collections, maintenance coordination and administration, all in line with the Company's mission, vision and objectives.

Essential Duties and Responsibilities include but are not limited to the following:

Resident Relations

• Serve as a primary point of contact for residents, responding promptly and professionally to questions, concerns and complaints
• Enter and track maintenance service requests, and follow up with residents to make sure work is completed to their satisfaction
• Coordinate move-ins and move-outs, including unit walk-throughs, move-in packets, key handoff and move-out inspections
• Prepare and distribute resident newsletters, community notices, policy reminders and emergency communications
• Prepare lease violation notices and resident correspondence in line with the lease, company policy and applicable law
• Plan and run resident events and retention programs that build a sense of community
• Monitor online reviews and resident satisfaction surveys; help with responses and follow-up

Leasing & Marketing

• Managing all leasing activity: answer inquiries, give tours and follow up with prospects
• Process rental applications, screening (credit, criminal and income verification) ensure applicant file is ready to be approved by manager
• Prepare lease agreements, renewals, addenda and related documents, and make sure files are complete and accurate
• Run the renewal process: send renewal offers on schedule, follow up with residents and track retention
• Help keep marketing current, including listing sites, social media and on-site signage
• Track traffic, conversion, occupancy and availability; help with weekly leasing reports
• Follow Fair Housing laws and all federal, state and local regulations in every interaction with residents and prospects

Facility & Maintenance Coordination

• Walk the property regularly to inspect curb appeal, common areas, amenities, landscaping and housekeeping
• Inspect vacant units and coordinate make-ready and turnover schedules with maintenance staff and vendors so units are rent-ready on time
• Complete scheduled property and unit inspections, place service requests and follow up until finished
• Track preventive maintenance and work order completion in the property management system
• Keep track of keys, fobs, access control, gate and amenity access for residents
• Help the Property Manager with capital projects and unit renovations: prepare scopes, get bids and coordinate contractors

Administrative Responsibilities

• Handle office administration, including filing, mail, ordering supplies
• Help prepare and track vendor contracts; keep the vendor list current; collect COIs, business licenses and W-9s for all vendors
• Keep resident files, contact information and renters insurance compliance up to date
• Maintain the property management software, including unit data, resident ledgers and the work order system
• Keep resident and lease files complete and audit-ready

Financial Responsibilities

• Manage delinquency: send late notices and statutory notices on schedule, call residents with past-due balances, set up payment arrangements according to policy, and help the Property Manager with the eviction process when needed
• Help prepare and reconcile move-out statements and security deposit dispositions within required timeframes
• Bill back resident charges, including utilities (RUBS or submetering), damages, fees and other ancillary income
• Help prepare monthly budget variance reports for the Property Manager's review
• Help with annual budget planning
• Help the Property Manager with invoice processing, research and GL coding
• Review rent rolls and occupancy reports for accuracy

Performs other related duties and assignments as required.

Holladay Mission and Values

All associates are expected to live Holladay's Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below:

Mission: Enriching lives through investment and service

ENRICH Values:

• Entrepreneurial – We are empowered to dream and take risks, to challenge conventional wisdom and demand continuous improvement, to innovate, create, and inspire change.
• Nurture – We encourage and support the growth and development of each other, our clients, and our communities.
• Respect – We recognize and acknowledge the inherent value of others.
• Integrity – We do the right thing. We exhibit a consistently high moral compass.
• Community – We are a family. We have fun, serve others, and freely give of our resources. We recognize our responsibility to make our communities and world a better place.
• Health – We support the physical, financial, and professional health and well-being of each other and those we serve.

Compensation

The Assistant Property Manager compensation will be based on experience and qualifications. This range is subject to local, state and regional dynamics and may be adjusted up or down depending on market conditions.

Pay range: $62-65K

Supervisory Responsibility

• This position does not have any supervisory responsibility

Promotional Opportunity

Associates with more than twelve (12) months of service may request consideration to transfer to other jobs as vacancies become available and will be considered along with other applicants. To be considered, Associates must have a satisfactory performance record and have no disciplinary actions during the last twelve (12) months. Management retains the discretion to make exceptions to the policy.

This description is not all inclusive and duties will vary depending on the specific property being managed.

Requirements

Qualifications

• College degree preferred, or progressive work experience along with the qualifications below
• Two (2)+ years of experience in residential or multifamily property management, leasing or a related customer-service role
• Working knowledge of Fair Housing laws and landlord-tenant regulations
• Experience with property management software (Yardi, RealPage, Entrata or similar), or the ability to learn new programs quickly
• Proficient in Microsoft Office (Word, Excel and Outlook)
• Strong customer-service focus with a professional, positive demeanor
• Excellent grammar and clear written and spoken communication
• Ability to handle difficult conversations, including collections and lease enforcement, with tact and professionalism
• Strong organization, prioritization and time management skills
• Desire to pursue a CAM (Certified Apartment Manager) or CPM designation
• Valid driver's license, proof of insurance and a clean MVR report

Physical Demands

• Must walk the property, including stairs, apartment units, common areas, parking areas and amenities, in all weather conditions
• May occasionally lift or move items over 10 pounds
• Must be able to work weekends or evenings as needed for leasing, resident events or move-ins
• Must take part in the on-call rotation for property emergencies