Assistant Property Manager

Lucas Metropolitan Housing Authority; Toledo, Northern (OH, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Lucas Metropolitan Housing Authority in Toledo, OH, seeks an Administrative Operations Assistant to support the Property Manager with day-to-day office tasks and resident relations. The role includes handling rent processing, certifications, lease administration, and data entry into Elite.

The position requires a high school diploma or GED and at least two years of administrative or customer service experience, plus a valid driver’s license.

Qualifications

• High School Diploma or GED required and at least 2 years of admin support or customer service experience.
• Valid Ohio or Michigan driver’s license and insurance under the Authority’s plan.

Responsibilities

• Maintain occupancy level 98% or higher and inform residents about programs.
• Explain house rules, rent procedures, and execute lease agreements with new residents.
• Maintain resident communications and respond to inquiries by phone or in person.
• Conduct new resident orientation, show units, explain lease terms, and enter data into Elite.
• Resolve resident concerns and conduct conferences in a timely manner.
• Complete annual and interim re-certifications and conduct housekeeping inspections.
• Collect and process rent payments and deposits; post and update account records.
• Maintain filing systems for applications, certifications, and interims; ensure data accuracy in systems.
• Coordinate with Maintenance Supervisor on work orders and charge procedures.
• Adhere to OSHA/PERRP safety standards and maintain required licenses.

Skills

MS Word

Excel

PowerPoint

Outlook

Education

High School Diploma or GED

Tools

Elite

Job description

The primary purpose of this position is to work closely with the Property Manager in overseeing the day-to-day operations of LMHA property management offices. The incumbent is responsible for handling resident concerns and requests, leasing, annual and interim re-certifications, rent and collection of other charges, housekeeping inspections, policy compliance, including lease terminations, and performing daily office tasks.

All activities must support Lucas Metropolitan Housing (“LMH”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• In conjunction with the Property Manager, ensures an occupancy level of 98% or higher; provides information regarding Authority programs; refers residents to other community agencies and confers with Authority representatives regarding illegal activities, reasonable accommodations, and economic, social and physical concerns.
• Meets with residents and prospective residents to explain house rules, ACOP, rent procedures, and executes lease agreements with incoming residents; provides information to residents regarding Authority programs and community agencies.
• Maintains excellent resident communications and relations, including answering phone calls and receiving visitors to office; receives and responds to inquiries (telephone and in-person) from applicants, residents, landlords, and community organizations when appropriate.
• In coordination with, or in absence of Property Manager, conducts new resident orientation, including showing units, explaining lease terms, discussing resident responsibilities, including housekeeping/maintenance requirements; ensures new resident paperwork is properly completed and enters data into Elite.
• Responds to and works with residents to resolve problems and concerns and conducts conferences in a timely manner.
• Completes the annual and interim re-certifications and conducting housekeeping inspections residents and addressing issues and/or concerns.
• In the absence of the Property Manager, inspects grounds and leasing office as directed for appearance and marketability.
• Collects and processes rent payments and security deposits; reviews payments and prepares corresponding receipts; posts and updates account records; maintains notices for delinquent accounts and associated packets for court filing.
• Establishes and maintains filing system and clerical procedures for applications, certifications, and interims; enters and retrieves data from the system, ensuring accuracy and completeness of information.
• In coordination with the Maintenance Supervisor, reviews work order charges; notifies residents and forwards charges to accounting department according to policy and charge procedures.
• Meets all job safety requirements and all applicable OSHA/PERRP safety standards that pertain to essential functions and maintains licenses and certifications as required.
• Performs other duties as assigned.

Education and/or Experience

High School Diploma or GED equivalent and a minimum of two (2) years of experience providing administrative support and customer service. An equivalent combination of education and experience may be considered. Must possess a valid Ohio or Michigan driver’s license and be insurable under the Authority’s plan.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position generally works on Authority properties, which may cause the employee to experience a range in temperatures and other weather conditions. The noise level may be loud and the environment may be more hazardous than a standard office environment. This position may be required to work with contractors as well as Authority residents.