Assistant Property Manager

First Hartford Realty Corporation; Rockland (MA); On-site; USD 42,000 - 65,000; Full time

Job summary

First Hartford Realty Corporation seeks an experienced Assistant Property Manager to support daily operations at Spring Gate Apartments, a 204-unit community in Rockland, MA. The role focuses on occupancy, compliance, and resident relations under HUD and LIHTC guidelines.

Responsibilities include processing applications, coordinating unit turnovers, managing work orders, and assisting with budgets and audits. Strong customer service and organizational skills are essential.

Qualifications

• High School Diploma or GED required; Bachelor’s degree preferred.
• 3+ years managing or assisting in properties, with affordable housing experience (HUD/LIHTC).
• Strong knowledge of HUD and LIHTC compliance requirements.
• Certifications such as CPO, COS, SHCM, TCS, C3P, HCCP, NAHP are a plus.
• Proficiency in Microsoft Office Suite and property management software (Yardi).
• Excellent customer service, organization, and ability to work independently.

Responsibilities

• Assist Property Manager to oversee daily operations and occupancy, targeting 95%+ occupancy.
• Process move-ins/move-outs, certifications, and compliance documentation.
• Coordinate unit turns, work orders, and maintenance with property staff.
• Support resident relations, inquiries, and timely communications.
• Assist with budgeting, reporting, and site oversight.

Skills

Customer Service

Teamwork

Communication

Organization

Independence

Education

High School Diploma or GED

Bachelor’s degree preferred

Tools

Yardi

MS Office

Job description

We are seeking an experienced Assistant Property Manager to collaborate with the Property Manager in overseeing daily operations of Spring Gate Apartments, a 204-unit residential community in Rockland, Massachusetts. The community consists of layered programs including LIHTC, Market, HOME, and Local Programs. This role is integral to ensuring program compliance, maintaining occupancy standards, coordinating unit turnovers, managing work orders, and fostering strong resident relations.

Primary Duties and Responsibilities

Leasing & Occupancy

• Enter Applications, manage waitlist, conduct property tours, and process applications in accordance with HUD and LIHTC guidelines.
• Assist with leading new resident orientations and ensure smooth onboarding experience.
• Assist Property Manager to ensure vacancies are filled promptly by coordinating with maintenance on unit turns and preparing units for move-in.
• Manage correspondence and deliver recertification notices.
• Assist Property Manager to ensure vacancies are filled promptly by maintaining proactive applicant pipeline and preparing qualified applicants upon notice of vacant unit.
• Work in conjunction with Property Manager to ensure property maintains 95% occupancy or better and 100% for HAP properties.

Compliance & Administration

• Work in conjunction with Property Manager on processing move-in/move-out, gross rent, annual and interim recertifications to maintain program compliance. Ensure files are properly uploaded to Compliance.
• Maintain accurate resident files, property binders, and prepare documentation for audits and inspections.
• Answer phones, return phone calls, schedule appointments.
• Assist Property Manager with budget management, reporting, and operational oversight.
• Stay current on HUD and LIHTC rules and regulations; complete all required training through FHRC University.
• Act as liaison with private and government agencies, ensuring accurate and assist with timely submission of required reports (MassHousing, Spectrum, and others).

Resident Relations

• Respond promptly and professionally to resident inquiries, complaints, and service requests.
• Promote positive community environment through consistent, high-quality customer service.
• Monitor rent collections, post payments, and enforce collection policies in alignment with HUD and LIHTC guidelines.
• Assist with entering rent changes, ensuring accurate rent is charged.

Maintenance, Work Orders & Unit Turns

• Enter, track, and monitor work orders to ensure they are properly updated and completed.
• Follow up with maintenance staff to confirm completion of work orders and provide updates to residents as needed.
• Coordinate closely with maintenance on unit turnover process to ensure units are prepared, inspected, and ready for new move-ins on schedule.
• Assist with conducting move-in, move-out, and unit inspections to identify needed repairs or follow-up.
• Walk property regularly to identify and address any safety, maintenance, or operational concerns.

Leadership & Support

• Act as Property Manager in their absence and provide support to site staff and foster collaborative environment.

Qualifications & Experience

• High School Diploma or GED. Bachelor’s degree is preferred.
• 3+ years’ experience managing or assisting managing properties with at least 3 years in affordable housing (HUD Project-Based Section 8 and/or LIHTC).
• Strong knowledge of HUD and LIHTC compliance requirements.
• Preferred certifications: CPO, COS, SHCM, TCS, C3P, HCCP, NAHP.
• Proficiency in Microsoft Office Suite
• Experience with Yardi or other property management software.
• Excellent customer service skills with strong team orientation.
• Strong organizational skills, attention to detail, and ability to work independently while meeting deadlines.
• Effective interpersonal skills with the ability to engage diverse populations.
• Professional, respectful, and approachable demeanor toward residents, staff, and external stakeholders.

Job Type: Full-time/Exempt (Salaried and Ineligible for overtime compensation)

Schedule: Monday through Friday, 8am-5pm, 1 hour lunch