Assistant Property Manager

The Bella Group LLC; Tucson (AZ); On-site; USD 42,000 - 55,000; Full time

Job summary

The Bella Group LLC in Tucson, AZ seeks an Assistant Property Manager to support the Property Manager in operating a multi-family community. You will manage resident records, process rents and deposits, handle notices, and maintain daily, weekly, and monthly reports.

You'll assist with leasing, customer service, marketing, move-ins/outs, renewals, and coordination with maintenance. Strong organizational skills and knowledge of MS Office required; weekend/evening hours may apply.

Qualifications

• Minimum one year experience in property management.
• Skills in accounting, sales, customer service and marketing required.
• Knowledge of computer and office communication systems required.
• Basic knowledge of Microsoft Word, Excel and Outlook required. Knowledge of Property Solutions Property Management software preferred.
• Forty (40) hours per week required. Weekends and early evenings may be required.

Responsibilities

• Maintains accurate resident records. Updates on a daily basis all rents, deposits and application fees received by residents. Complete Bank Deposit Log for Corporate Office daily.
• Deposit all receipts prior to bank close each day.
• Issue appropriate notices when necessary (e.g., late payments, eviction notices, returned check memos).
• Track all delinquent rents. Prepare all collection letters including five day notices on the fifth, balance due notices by the tenth and all other legally required collection papers. Coordinate distribution of notices using leasing staff. Daily review all Partial Payment Agreements as prepared by office team members. Coordinate all required delinquency reports.
• Coordinate eviction process. Prepare resident files for submittal to RPB.
• Opens, date stamps and prepares invoices for Property Manager’s approval.
• Trains all leasing staff in operating procedures of the Leasing Office
• Maintains positive customer relations attitude.
• Physically inspects property when on grounds, picks up litter and reports any service needs to maintenance staff; also inspects move outs and vacant units as requested.
• Prepare listing of all residents with leases expiring in following 90 days. Verify delivery of Renewal Letters using leasing staff and conduct phone calls as necessary. Prepare all renewal leases for signature and update computer information.
• Maintain Unit Availability List weekly and communicate to Director of Sales.
• Must be knowledgeable of all phases of leasing and resident retention.
• Works with lease renewals each month.
• Greets prospective residents, shows property and performs leasing duties as needed.
• Answers and handles incoming phone calls from prospective new residents, current residents, vendor/suppliers, co-workers, etc.
• Maintains awareness of local market conditions and trends. Contributes ideas to Property Manager for marketing property and improving resident satisfaction.
• Maintain sales office organization and procedures with regard to accounting and resident services functions.
• Prepares and updates required reports concerning move-out notices, activity (DAR), etc., on a daily, weekly and monthly basis and provides information to the Property Manager.
• Organizes and files all applicable reports, leases and paperwork.
• Proof reads all lease paperwork and process move-ins and move-outs. Randomly audits 10 new lease files monthly.
• Process all Final Account Statements for review by Property Manager.
• Accepts service requests from residents and routes to maintenance for prompt processing. Conducts service follow-up with residents when work is completed.
• Input all move out information into computer and prepare move out files for corporate accounting office within three days of move out. Transmit files to either RPB (amounts due from resident) or corporate accounting office (amounts owed to resident) in a timely and organized manner.
• Performs any additional duties assigned by the Property Manager or Director of Property Management.

Job description

• The Assistant Manager is to assist the Manager is effectively managing the assigned property. In the Manager’s absence, the Assistant Manager will assume all responsibilities associated with accomplishing property objectives. In addition, the Assistant Manager is directly responsible for maintaining daily, weekly and monthly reports including accurate reporting of rents and deposits received.
• Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act and all other laws pertaining to apartment home communities.

DUTIES AND RESPONSIBILITIES:

• Maintains accurate resident records. Updates on a daily basis all rents, deposits and application fees received by residents. Complete Bank Deposit Log for Corporate Office daily.
• Deposit all receipts prior to bank close each day.
• Issue appropriate notices when necessary (e.g., late payments, eviction notices, returned check memos).
• Track all delinquent rents. Prepare all collection letters including five day notices on the fifth, balance due notices by the tenth and all other legally required collection papers. Coordinate distribution of notices using leasing staff. Daily review all Partial Payment Agreements as prepared by office team members. Coordinate all required delinquency reports.
• Coordinate eviction process. Prepare resident files for submittal to RPB.
• Opens, date stamps and prepares invoices for Property Manager’s approval.

Personnel

Trains all leasing staff in operating procedures of the Leasing Office

Resident Relations

• Maintains positive customer relations attitude.
• Physically inspects property when on grounds, picks up litter and reports any service needs to maintenance staff; also inspects move outs and vacant units as requested.
• Prepare listing of all residents with leases expiring in following 90 days. Verify delivery of Renewal Letters using leasing staff and conduct phone calls as necessary. Prepare all renewal leases for signature and update computer information.

Marketing

• Maintain Unit Availability List weekly and communicate to Director of Sales.
• Must be knowledgeable of all phases of leasing and resident retention.
• Works with lease renewals each month.
• Greets prospective residents, shows property and performs leasing duties as needed.
• Answers and handles incoming phone calls from prospective new residents, current residents, vendor/suppliers, co-workers, etc.
• Maintains awareness of local market conditions and trends. Contributes ideas to Property Manager for marketing property and improving resident satisfaction.

Administrative

• Maintain sales office organization and procedures with regard to accounting and resident services functions.
• Prepares and updates required reports concerning move-out notices, activity (DAR), etc., on a daily, weekly and monthly basis and provides information to the Property Manager.
• Organizes and files all applicable reports, leases and paperwork.
• Proof reads all lease paperwork and process move-ins and move-outs. Randomly audits 10 new lease files monthly.
• Process all Final Account Statements for review by Property Manager.
• Accepts service requests from residents and routes to maintenance for prompt processing. Conducts service follow-up with residents when work is completed.
• Input all move out information into computer and prepare move out files for corporate accounting office within three days of move out. Transmit files to either RPB (amounts due from resident) or corporate accounting office (amounts owed to resident) in a timely and organized manner.

General

• Performs any additional duties assigned by the Property Manager or Director of Property Management.

QUALIFICATIONS:

• Minimum one year experience in property management.
• Skills in accounting, sales, customer service and marketing required.
• Knowledge of computer and office communication systems required.
• Basic knowledge of Microsoft Word, Excel and Outlook required. Knowledge of Property Solutions Property Management software preferred.
• Forty (40) hours per week required. Weekends and early evenings may be required.

Attachments (1)

HR-033 JobDescription-Assistant Property Manager (2).pdf