Job Summary:
Supports and assists the Community Manager in overseeing and managing the financial and operational facets of the community by completing accounting and bookkeeping tasks, preparing monthly close-out and financial reports, processing invoices for payment, collecting rent, fees, and other payments, completing bank deposits, dispositions, and account reconciliations, and using the property management software to record, track, and report on all financial workings of the community.
Essential Responsibilities:
1.Completes the daily transactions and tasks related to the financial operation of the community by collecting and posting rent, fees, and other payments, preparing daily bank deposits and reconciling bank accounts, preparing financial reports, and processing invoices and payables.
2.Operates the property management software (Yardi/OneSite) and completes transactions by entering all required fields correctly and by completing updates and back-ups to ensure the integrity of the system.
3.Reviews resident files and accounting records to determine unpaid and/or late fees owed, communicates with residents regarding outstanding balances, implements procedures for collecting on delinquencies, and enforces the lease to maximize revenue.
4.Reviews and submits invoices from vendors, contractors, and service providers for payment by reconciling work performed or products purchased, obtaining community manager approval, coding charges to appropriate Chart of Account codes, and managing communication between the vendor/contractor, accounting, and the client/owner as needed.
5.Follows the Company’s established procedures related to evictions by following proper notice requirements, evicting residents, and representing the community as required in court hearings and eviction proceedings.
6.Processes resident move-outs by reviewing lease terms and notice requirements, applying appropriate deposit and lease cancellation fees, if applicable, and processing the disposition in accordance with established procedures and legal requirements.
7.Promotes resident satisfaction and retention by responding to complaints, questions, and requests in a timely manner, and taking appropriate action to resolve and address service issues.
8.Acts as the on-site supervisor in the absence of the community manager by organizing and delegating daily work, coordinating maintenance and make-ready tasks with the maintenance supervisor, and managing the operation of the community in compliance with Company policies, procedures, and business practices.
9.Assists in managing the client/owner relationship by meeting with the owners, conducting community tours, providing updates and information about the community’s performance, and responding to owner requests as needed.
Other Responsibilities:
1.May assist and/or support leasing and marketing efforts by greeting prospective residents, gathering information about the prospect via the Guest Card, showing ready apartments and models, closing and obtaining the lease deposit, and assisting the prospective resident in completing the rental application and credit verification.
2.Completes various accounting, financial, administrative, and other reports and performs other duties as assigned or as necessary.
Organizational Responsibilities:
- Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to community operations, and reporting violations or infractions to appropriate individual(s).
- Practices proper safety techniques in accordance with Company, community, and departmental policies, procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee/visitor/resident injuries or accidents, or other safety issues to appropriate individual(s).
- Identifies areas for improvement and offers suggestions to improve the efficiency, productivity, and profitability of the community.
- Keeps abreast of new trends and changes in the industry and area(s) of responsibility by attending internal and external training classes, apartment association meetings, and other events, and accessing other information sources.
Working Conditions:
- Incumbents work in an office environment, but also may have frequent exposure to outside elements where temperature, weather, odors, and/or landscape may be unpleasant and/or hazardous.
Physical Demands:
- Incumbents must be able to physically access all exterior and interior parts of the community and amenities.
- Incumbents must be able to push, pull, lift, carry, or maneuver weights of up to twenty (20) pounds independently and fifty (50) pounds with assistance.
- Routine local travel may be required to make bank deposits, attend training classes, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position.
Assistant Community Manager
Required Licenses or Certifications:
- Incumbents must have all licenses and/or certifications as required by State and Local jurisdictions. Incumbents must have valid driver’s license to drive a golf cart on property.
Knowledge, Skills, Abilities:
- Demonstrated ability to read, write, and communicate effectively to comprehend and complete legal documents, sell and explain apartment features, and answer questions about the community’s operation.
- Demonstrated proficiency in Internet, word processing, spreadsheet, and database management programs in order to complete required reports and employment documents. Strong proficiency in using property management software (preferably Yardi and/or One Site).
- Demonstrated mathematical skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percent in order to complete financial records, budgets, and other fiscal reporting information.
- Demonstrated understanding of community operations and, in particular, lease terms and lease enforcement, including collections.
- Employment history that demonstrates the application of community management, sales, marketing, and customer service background sufficient to assist in managing the day-to-day operation of an apartment community, resolve customer complaints and issues, complete financial records, documents, and reports, increase sales revenues, and coordinate the work of a team.
