JOB TITLE: Assistant Property Manager
FLSA STATUS: Salary
REPORTS TO: Property Management
The Assistant Property Manager works in cooperation with the Sr. Property Manager to assist with management through the delivery of routine property management services, delivery of maintenance services, lease enforcement actions, and health and safety issues. The primary function of the position is to ensure that the delivery of property services meets the Organization’s obligations under its lease, local law and program regulation in the four major areas of Finance, Operations, Residents and Procurement.
The APM works under the supervision of an Sr. Property Manager and supervises all maintenance staff assigned to their area.
ESSENTIAL FUNCTIONS
1. Review and generate late fee charges as needed.
2. Post Subsidy collected.
3. Issue letters and legal notices for lease violations.
4. Execute Payment Plans with approval of Vice President of Operations.
5. Conduct Annual Inspections at Recertification time.
6. Maintain resident files (income certification and lease enforcement) according to regulatory compliance and standard operating procedures.
7. Coordinate with Maintenance team to maintain each property at the highest level.
Generate work orders for maintenance personnel.
8. Monitor work orders for completion and follow-up with residents on satisfaction with work.
9. Adhere to move in/out inspections, document as required for security deposit calculations.
10. Assist with reviewing budget performance monthly with the Sr. Property Manager.
11. Assist the Sr. Property Manager with tracking monthly expenditures to maintain budget compliance.
12. Prepare and submit Monthly/Weekly Status Reports to Sr. Property Manager for each property.
13. Assist the Sr. Property Manager in preparing and issuing incident reports
14. Prepare accurate and timely completion of all regular reports.
15. Process certifications for all assigned properties
16. Must be able to process all properties; new move-in documentation, monthly rent-roll submission and annual re-certifications and management of the wait list.
17. Assist the Sr. Property Manager in preparing resident -specific compliance reports as required such as HOME, annual tenant profiles (CHFA), PIC (HUD) and DECD reports.
18. Maintain records in accordance with funder reporting requirements
19. Assist Sr. Property Manager in overseeing the portfolios expenditures and ensures that they are managed within budgetary limits.
20. Reviews and approves recommendation from maintenance on resident charges for damages.
21. Review all work orders to ensure proper completion, cost, labor, materials, and any other pertinent information.
22. Arrange and coordinates annual fire safety inspections with the appropriate staff. Follows up on any deficiencies or recommendations.
23. Arranges and coordinates the internal safety inspections of residential services facilities conducted by the Vice President of Operations, Sr. Property Manager and certified safety professional. Follows up on deficiencies and recommendations.
24. Confers with the Sr. Property Manager regarding specific problems that may arise and offers recommendations for remedial action.
25. Inspects work assignments to ensure that the maintenance staff is performing as specified in their job descriptions and work schedule.
26. Maintains required records on maintenance.
27. Ensures that major equipment and furnishings are maintained in safe, operable condition and/or arrange for replacement.
28. Participates in the development of policies and procedures related to maintenance and safety as an ad hoc member of the residential services management team.
29. Coordinates with Sr. Property Manager as needed to provide information and support on lease enforcement cases involving damage to building systems.
30. Assist Sr. Property Manager in the planning and coordinating all preventive maintenance.
31. Conducts weekly or regular project office staff meetings and meetings with maintenance staff.
32. Assist Sr. Property Manager in developing security planning and special security projects.
33. Coordinate with Sr. Property Manager inspecting vacant and occupied apartments and project grounds.
34. Coordinate with Sr. Property Manager in ensuring effective maintenance of properties and physical
35. Identifies priority Work Order requests and assign to maintenance staff, as needed.
36. Track inventory for work orders on work order form.
37. Secures major equipment bids and makes recommendations for purchase when replacement or new equipment is required.
38. Assist the Sr. Property Manager in conducting periodic physical inventory counts of warehouse.
39. Performs all other related duties as assigned.
EDUCATION AND EXPERIENCE
Bachelor’s degree with at least three years’ experience with property management for private, public, or assisted housing program and demonstrated skills in lease enforcement, maintenance supervision and budget management.
Each year of work experience beyond the three-year requirement may be substituted for one year of academic requirement.
KNOWLEDGE, SKILLS, AND ABILITIES
1. Must have knowledge of trades relating to maintenance of CHP assets.
2. Bilingual in Spanish and English preferred but not mandatory.
3. Must have the ability to listen and communicate with a diverse group of individuals. Excellent communication skills, both verbal and written. Cooperative and courteous to the public and be a team player.
4. Must have at least three years supervisory experience in operations, repair and maintenance of multi-family buildings.
5. Understand and follow instructions independently. Ability to work independently without direct supervision.
6. Ability to perform manual tasks requiring physical strength and endurance.
7. Knowledge of and proficiency in basic office computer software including Internet and e-mail systems, Microsoft Word 6.0, Excel, and Project Management.
8. Experience in estimating maintenance and repair costs is considered and asset.
9. Knowledge of Connecticut Tenant\Landlord law.
10. Proven ability to develop and work within property-level budgets.
11. Knowledge of HUD regulations related to occupancy management.
12. Knowledge of physical systems is sufficient to coordinate maintenance priorities.
13. Working knowledge of maintenance services and repairs. Must have prior experience managing property or be familiar with property management.
14. Ability to supervise and administer service contracts.
15. Ability to work with figures in an accurate, efficient manner.
16. Ability to work independently, identify and report problems and produce work free from errors.
17. Must have a valid Driver’s License.
PHYSICAL LIMITATIONS
Must be able to lift 50 pounds, must be able to climb stairs, must be able to ambulate to conduct site inspections internally and externally of each building in the portfolio.
LOCATION
Requires traveling to different job locations.
DISCLAIMER
This job description is not, nor is it intended to be, a complete statement of all duties, functions, responsibilities, and qualifications that comprise this position. This position is intended to be general and may evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.
Job Type: Full-time
Pay: From $45,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
