Operations Assistant (Multifamily)

Asset Living; Escondido (CA); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401K with employer matching

Paid sick days and holidays

Job summary

Asset Living is seeking an Operations Assistant to provide administrative support and bookkeeping for an apartment community. You will ensure compliance with Fair Housing laws and company policy while supporting the Client’s budget and management agreement.

The role includes handling leasing records, rent collection, and coordination with community leadership to optimize income and resident relations. A minimum 1 year in a similar role is preferred, with strong computer skills and reliable

Qualifications

• Minimum 1 year of experience in a similar role, preferably within Residential Property Management.
• High School diploma or equivalency certificate required.
• Strong computer skills (MS Office, Google Apps, property management-related software, accounting-related software, email, internet).
• Reliable transportation to and from work, possibly including off-site training locations, is required to fulfill job duties.
• Familiarity with affordable housing programs (LIHTC, HUD programs, USDA-Rural Development, HCD, HOME Funds and Bonds) for Affordable Housing properties.

Responsibilities

• Handle the accounting responsibilities of the Apartment Community.
• Maintain leasing records and move-in/move-out entries in the accounting system.
• Code and process bills, and complete month-end reporting.
• Oversee revenue collection and enforcement of evictions when needed.
• Show available apartments and conduct leasing activities.
• Assist Community Director with weekly and month-end reporting.

Skills

MS Office

Google Apps

Property management software

Accounting software

Email

Internet

Education

High School diploma

Tools

MS Office

Google Apps

Property management software

Accounting software

Job description

Asset Living is a third-party management firm and a proven partner in fostering thriving communities nationwide. Founded in 1986, Asset Living has decades of experience delivering exceptional value to our partners. Since the beginning, our undeniable passion has driven our organic growth from a small property management firm to one of the most trusted allies in real estate. Asset Living's growing portfolio includes a multitude of properties across the country that span the multifamily, single-family home rentals, affordable housing, build-to-rent, active adult, and student housing divisions.

Asset Living is a fast-growing company made up of talented individuals from diverse backgrounds that differentiate us and help us drive innovation and results for our clients and communities across the US.At Asset Living, we wholeheartedly believe 'Together We Lead, Together We Succeed’. We empower each other to lead byexample, collaborate, and evolve – inspired by our belief that we can continually improve as individuals and as an organization. Together, we create an environment where every voiceis heard, every idea is valued, and every individual experiences opportunities to grow as our company grows. When you join AssetLiving, you become part of a dynamic team that thrives on unity, unique talents, anda universal culture of winning.

Recognized as one of the nation's Best and Brightest Places to Work and ranked in the NMHC top 50 professionals, join Asset Living because of its reputation as the most trusted partner in real estate, workplace culture, and growth opportunities. Asset Living is a member of The Institute of Real Estate Management (IREM) and is recognized as an Accredited Management Organization (AMO). Together, we lead the way, and together, we achieve excellence in allthat we do. Join a workplace where success is a collective journey andleadership is a shared responsibility.

OPERATIONS ASSISTANT

Onsite is responsible for providing administrative support and bookkeeping/accounting functions for the apartment community, ensuring the efficient operation of the office. The Operations Assistant is responsible for conducting all job duties in accordance with Fair Housing Laws and Company policy, and supports the overall objective of meeting the expectations of the Client, based on the respective financial operating budget and management agreement.

POSITION REQUIREMENTS:

• Minimum 1 year of experience in a similar role, preferably within Residential Property Management. Experience in hospitality, retail, sales or customer service will also be considered.
• High School diploma or equivalency certificate required.
• Strong computer skills (MS Office, Google Apps, property management-related software, accounting-related software, email, internet).
• Reliable transportation to and from work, possibly including off-site training locations, is required to fulfill job duties.

Additional requirements for Affordable Housing properties:

• Must have a familiarity with affordable housing programs, including but not limited to: LIHTC, HUD programs (Project Based Section 8, Section 236, PRAC, 811 PRA), USDA-Rural Development (515), HCD, HOME Funds and Bonds.

DUTIES AND RESPONSIBILITIES

The job analysis will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal (non-essential) job functions are subject to modification. Nothing in this job analysis restricts management’s right to assign or reassign duties and responsibilities for this job.

1. Handle the accounting responsibilities of the Apartment Community.
   • Maintain leasing records.
   • Record move-ins and move-outs in accounting system.
   • Verify all documents required for resident are in the lease file.
   • Make bank deposits.
   • Record bank deposits in cash log and report deposit to corporate accounting.
   • Complete move-out paperwork within 96 hours of apartment becoming vacant.
   • Completion of month end report.
   • Code all bills for payment and copy.
   • Enter bills into accounting system, if applicable.
2. Realize the maximum revenue potential of the property.
   • Timely collection of rents and other income due to Owner.
   • Timely service and enforcement of evictions for non-payment of rent and violations of the community rules and regulations that cause loss of revenues.
   • Ensure collections of rent through vacating date.
   • Ensure the timely vacating of all apartments to minimize loss of income.
   • Inspect all vacated apartments for accurate costs of turnover.
   • Submit files to attorney for possession and monitor progress to obtain timely repossession.
3. Participate in leasing activities as requested.
   • Show available apartments.
   • Practice professional leasing techniques.
   • Be aware of current advertising and market programs for the apartment community, as well as all community rules and regulations, policies and procedures.
   • Perform a closing ratio of 40% of the prospective residents.
   • Ensure that a thorough background check is done on all prospective residents, before approval for occupancy.
   • Strive for good resident/management relations, to retain desirable residents.
   • Ensure the safety, comfort and privacy of all property residents.
   • Be aware of the existing and changing market conditions.
4. Be familiar with the competition and surrounding area of the apartment community.
5. Assist Community Director with the following.
   • Preparation of weekly report.
   • Move-out paperwork.
   • Completion of month end report.
6. Perform clerical functions.
   • Answer the telephone with a smile.
   • Keep accurate records of resident and property activities.
   • Collect and record rent and deposits and ensure safety of money collected.
   • Issue notices for violations of the community rules and regulations.
   • Open and distribute mail.
   • Order necessary office supplies with appropriate approval.
   • Assist residents with the reporting and recording of maintenance needs.
7. Maintenance Compliance
   • Track completion of service requests within 24 hours. Maximum allowable time to be 48 hours.
   • Maintain Maintenance Log.
   • Enter maintenance requests into accounting system.
8. Lease Renewals
   • Maintain monthly lease expiration reports.
   • Review lease expirations and necessary increases with Community Director.
   • Enter rent increases into the accounting system.
   • Update current market rents in system to conclude accurate market deviation.
9. Conduct move-in orientation functions requested.
10. Other
    • Consistently and fairly enforce community rules and regulations, FPI Standard Operating Procedures.
    • Comply with all Fair Housing Laws and FPI policies and procedures.
    • Promote a professional image by adhering to FPI Management's Dress Code Policy.
    • Conduct displayed must be of a professional manner when communicating with employees, residents, prospective residents, clients, vendors, and guests while representing FPI Management.
    • Responsible for meeting all training requirements for the position (Grace Hill, Safety Meetings, etc.).
    • Perform any and all functions as directed by the supervisor, including special project assistance.

At Asset Living, a variety of factors are considered in making compensation decisions, including, but not limited to: skill set, background and training, certifications, etc. When selecting the top candidate to hire for a position, the offer we extend is dependent on the facts associated with each specific individual’s relevant experience for the role. Our employment offer is accompanied by additional compensation associated with our comprehensive total rewards package, which includes benefits (medical, dental, vision, life, accidental, and disability insurance), 401K with employer matching, and commission and performance bonuses, when applicable. Full-time employees also receive paid sick days and company holidays.

Salary Range

$23 per hour to $25 per hour

This job description should not be considered all-inclusive. It is merely a guide of expected duties. The employee understands that the job description is neither complete nor permanent and may be modified at any time. At the request of their supervisor, an employee may be asked to perform additional duties or take on additional responsibilities without notice.This is a safety-sensitive position and may be subject to additional compliance requirements.