Bruziv Partners Job Description: Assistant Property Manager of attractive multifamily property in Norton, OH.
1. The Opportunity
An exciting opportunity to join a leading entrepreneurial management company in a key support and management position with job growth potential.
The ideal candidate will join our team as an Assistant Property Manager and will assume multi-disciplinary responsibilities including tenant care, marketing, leasing, financial and administrative support, reporting, budgeting assistance, maintenance coordination, software operation and recording, and other property management responsibilities. The Assistant Property Manager will work closely with the Property Manager to oversee a portfolio of highly maintained multifamily properties with 259 units in Norton, OH.
2. About BruZiv Partners
Headquartered in Cleveland, Ohio with global partnerships, BruZiv Partners is a leading real estate investment and property management firm focused on creating value by targeting undervalued properties in desirable locations with high growth potential. At BruZiv, we are committed to working with local communities to support neighborhood revitalization by bringing declining properties back to life. This is accomplished through our stringent investment criteria and personal approach to property management which, in turn, creates “real value” for the firm and our investment partners.
3. Overview
The Assistant Property Manager supports the Property Manager in the day-to-day management and operation of the apartment complex. The Assistant Property Manager will be involved in all aspects of property operations, including marketing and advertising, tenant relations, scheduling showings for prospective tenants, maintenance coordination, repairs and renovations, security, janitorial services, landscaping, snow removal, and other property-related activities.
The Assistant Property Manager will assist with tenant complaints and service requests and must be familiar with the terms of tenant leases and company policies. The Assistant Property Manager will work daily with the AppFolio software and will become proficient in the software's functionality.
The Assistant Property Manager will work closely with the Property Manager, management team, vendors, contractors, maintenance personnel, and residents to ensure the property is operated efficiently and maintained to company standards.
4. Skills, Knowledge and Personal Characteristics
The following attributes are desirable for job success:
- Exceptional communication and organizational skills
- Ability to work well independently and as part of a team
- Detail-oriented and accurate, especially with numbers
- Customer service experience
- Ability to work under pressure
- Self-motivated and self-directed
- Ability to assert oneself professionally
- Exemplary time management skills
- Ability to work with staff and management to solve problems
- Ability to take direction and follow established procedures
- Very good computer skills
- Strong interpersonal and communication skills
- Ability to prioritize and manage multiple responsibilities
5. Specific Duties
- Leasing: Follow up on all leads and schedule appointments for prospective tenant tours to maintain low vacancies. Assist the Property Manager with the leasing process from initial inquiry through move-in.
- Prepare and submit purchase orders for approval of management prior to making purchases.
- Complete all rent payment bank deposits in a timely fashion, including checks and online payments.
- Submit and schedule payments of property invoices from vendors as directed and record all income and expense transactions in AppFolio.
- Provide excellent tenant service. Respond to tenant requests and problems in a timely and courteous manner and generate work orders directed to vendors or maintenance staff. Follow up with tenants to ensure satisfactory resolution of issues.
- Assist in ensuring appropriate emergency coverage for the property at all times.
- Assist with periodic inspections of the property and tenant spaces to ensure compliance with leases and proper upkeep of the property.
- Ensure property and lease files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate tenant lease files, records, correspondence, and file notes.
- Assist with administering tenant occupancy, including providing new tenants with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
- Become proficient with the AppFolio management software. Assist with entering and maintaining property information in the software program and following established reporting protocols. Monitor key dates and reporting within the system.
- Update and maintain social media, website, and advertising platforms to ensure correct pricing, specials, and availability are represented.
- Assist with renewals and work toward achieving company retention goals.
- Possess a sales-minded mentality with the ability to overcome objections, create a sense of urgency, and assist in converting prospects into residents.
- Deliver the highest level of resident satisfaction through responsive, consistent, positive, and professional interactions.
- Assist the Property Manager with implementation of the Property Management Plan, Preventative Maintenance Policies and Procedures, and Property Operations Manual.
- Assist with coordinating maintenance, repairs, renovations, landscaping, snow removal, janitorial services, and other property-related activities as directed by the Property Manager.
- Communicate property issues, resident concerns, maintenance needs, and other relevant information to the Property Manager in a timely manner.
6. General Duties
- Prepare and maintain files, expense reports, and other administrative forms.
- Maintain office clerical, filing, and record-keeping systems.
- Assist in the production of monthly and annual reports, including reports to lenders.
- Assist in the preparation of transaction-related documents.
- Maintain contact and other databases for the company.
- Maintain adequate inventory of office supplies and coordinate with vendors when maintenance or service is required.
- Coordinate regular inventories of all business property.
- Assist with contractor coordination.
- Coordinate tenant move-ins and assist with move-out procedures.
- Obtain estimates/bids for repairs at the property as directed. Generate and track Service Orders, approvals, and distribution.
- Sort, code, and ensure accuracy and compliance with contracts of all property-related invoices.
- Coordinate and schedule appointments, on-site and off-site meetings, and conference calls.
- Collect and organize all property information in a format for quick reference.
- Assist the Property Manager with day-to-day administrative and operational needs.
- Provide coverage and support for the Property Manager when needed.
7. Financial
- Verify invoice amounts and information against approved Service Orders or Contracts.
- Assist with ensuring all tenant payments are properly received, deposited, and recorded in AppFolio.
- Ensure proper property coding on invoices.
- Assist with identifying cost reduction opportunities.
- Read meters and calculate utility bill-backs to tenants when applicable.
- Complete and submit the company's weekly reports to management.
- Assist corporate accounting with questions related to the property and resolution of vendor issues.
- Assist the Property Manager with monitoring property income and expenses and identifying discrepancies or issues.
8. Scope of Responsibility and Authority
The Assistant Property Manager is responsible for supporting the Property Manager in the day-to-day implementation of company policies, procedures, and programs that help ensure well-managed and well-maintained buildings. The Assistant Property Manager will place a strong emphasis on positive responses to the concerns and needs of tenants, environmental health and safety, and quality property operations.
The Assistant Property Manager will work in coordination with the Property Manager and management team to support the Owner's goals and objectives.
The Assistant Property Manager may assume additional property management responsibilities in the Property Manager's absence, as directed by management. These responsibilities may include assisting with tenant concerns, maintenance coordination, vendor communication, and other day-to-day property operations.
The Assistant Property Manager will assist with coordinating maintenance staff and contractors but will not have final authority over major property decisions, expenditures, personnel matters, or other management decisions unless specifically authorized by the Property Manager or management.
9. Other Requirements
- Full-time salary position.
- 3+ years of directly relevant Multifamily Property Management experience preferred.
- Preferred but not required – Bachelor's Degree from a four-year college or university.
- Equivalent combination of education and experience will be considered.
- Previous property management, leasing, administrative, or customer service experience preferred.
- Ability to work effectively with staff, residents, vendors, contractors, and management.
- Strong working knowledge of MS Word, PowerPoint, Outlook, and Excel.
- Familiarity with property management software (i.e., AppFolio) a plus.
- Effectively prioritize and multi-task.
- Excellent people skills.
- Strong working knowledge of general office equipment including copiers, printers, scanners, and computers.
- Ability to effectively communicate both orally and in writing with peers, managers, residents, vendors, and clients.
- Dependable and flexible, with the ability to maintain a high level of confidentiality.
- Proactive and able to initiate tasks and follow through to completion.
- Ability to take direction while also working independently when necessary.
10. Salary Compensation and Benefits
- Salary: $45,000–$48,000, compensation commensurate with experience
- Medical, dental, vision, and life insurance benefits
- 401(k)
- PTO
- Performance Bonus Potential
11. Miscellaneous
The qualification requirements, physical demands, and work environment characteristics described in this job description are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of the job.
This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and perform any other work duties at the request of the Property Manager, supervisor, or other management personnel.
