Assistant Property Manager in Winchester, Virginia at Denstock Management LLC

Reports To: Area Manager

The purpose of this job description is to communicate the responsibilities and duties associated with the position of ASSISTANT PROPERTY MANAGER (“assistant manager”). While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed.

The company embraces an “all hands-on deck” philosophy - every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives.

It is imperative that you review these duties, skills and physical requirements closely and that you understand that by signing the Job Description Acknowledgement, you are verifying that you can perform all the duties, have the skills and possess the physical abilities that are necessary to perform the job as described.

JOB SUMMARY

The Assistant Property Manager is to Assist the Property Manager with the overall management of the community, and act as the primary point of contact in the Area Manager’s absence ensuring all property operations align with company standards, policies, and brand expectations.

The assistant manager is responsible and accountable for all property operations while the Area Manager is off site. The purpose of the Assistant Property Manager is to effectively manage and coordinate on-site staff, activities and available resources, to accomplish property objectives as set forth by the company. These objectives will include maximizing occupancy levels and property values.

EMPLOYEE CLASSIFICATION

• Full time (40+ Hours) / Salaried / Exempt (ineligible for overtime);
• Essential. As an essential employee, the manager may be required to report to the property during an emergency in order to meet operational requirements. This is a requirement even when other business sectors and/or federal, state or local government offices may be closed.

WORK LOCATION: ONSITE ONLY (NOT ELIGIBLE FOR REMOTE WORK)

Daily onsite attendance is an essential function of this position. This position does not allow working from home regularly or for an extended period without prior approval from the Regional Manager. Employees are expected to be physically present at the workplace during scheduled work hours.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are typical for the position but may not be all-encompassing. Additional duties may be assigned.

Financial

• In conjunction with the Regional Manager and Area Manager, the assistant manager will assist in formulation of budgets for each upcoming calendar year. The assistant manager is responsible for assisting Area Manager in staying within the established budget guidelines throughout the year.
• Performs evictions and collections.
• Manages property expense accounts.
• Submitting all expense receipts to Area Manager for approval and submission to corporate office.
• Provides constant vendor/contractor communications concerning work scheduling, billings, and vendor relations.

Personnel

• Trains, motivates, supervises, all on-site staff in order to achieve operational goals of assigned property. This includes new employee indoctrination, instructing and advising on-site staff of employee procedures and guidelines.
• Conducts on-going training with office staff; e.g., leasing paperwork, workplace safety, and any other type of training that may be needed on a daily basis.

Administrative/Office

• Ensures that lease files are complete and that completion of leases is being executed properly.
• Manage and control key access systems: Remote Link & Stratis key fob.
• Responsible for office opening on schedule, condition of office, clubhouse and model apartments.
• Attends scheduled corporate management meetings as needed.
• Maintains records on all aspects of management activity on a daily, weekly and monthly basis. Submits required reports to corporate office as requested.

Resident Relations

• Maintains positive customer service attitude.
• Makes periodic inspections with residents of move-in/move-outs.
• Reviews all notices to vacate to determine the cause of the move-out.
• Initiates and implements policies/procedures to maintain resident communications; e.g., complaints, service requests, etc.
• Plan and host Resident events.

Maintenance

• Physically walks and inspects property on a regular basis; Verifies condition of vacant apartments.
• Updates Make Ready Schedule indicating vacancy status on a daily basis. Coordinates with maintenance and make-ready staff to ensure timely recondition of apartments after move-out.
• Monitors and schedules all maintenance activities.
• Works with Maintenance Supervisor to create exterior/interior scope of work, bid packets.

Marketing/Leasing

• Conducts market surveys monthly and provides trend report information. Shops competition and is aware of neighborhood market conditions.
• Welcomes and shows property to prospective new residents. Also, handles incoming phone calls from prospective new residents and completes appropriate paperwork.
• Maintains awareness of market/industry conditions and trends via trade publications, professional organizations, etc.

Safety

• Complies with all company safety rules.
• Immediately addresses all unsafe conditions with appropriate persons (staff, supervisor, etc.).
• Reports all liability and property incidents to the corporate office immediately. Ensures that all workers' compensation claims are reported and proper paperwork is completed.
• Completes any pertinent safety checklists with maintenance staff.
• Must be familiar with all safety features of equipment, machinery, or materials encompassed by job duties.

General

• Cleans Clubhouse, apartments, breezeways, amenity areas, etc., as needed.
• Performs any additional duties or tasks as assigned by the Area Manager.

Start-up Requirements

During the start-up of a new property, ALL employees are expected to assist with all aspects of the start-up and may perform tasks that will later be transitioned to other employees or outside vendors. Additional requirements of the job will include the below listed examples. Since it is impossible to envision all scenarios, the list is just a sampling, and other tasks may be required:

• Organizing the Leasing Office & Clubhouse (unpacking boxes, assemble furniture, organize office supplies, kitchen supplies, etc.).
• Clean the Clubhouse, including bathrooms, fitness center, theater room, etc.
• Assist with cleaning apartments (to make ready for leasing).
• Collecting serial numbers off appliances and logging information into OneSite.
• Decommission door locks.
• Meet with various vendors and learn new systems.

QUALIFICATIONS

Must be able to work in a fast-paced and customer service-oriented environment. Must provide supervision and leadership to on-site team (“lead by example”). Time management and the ability to meet deadlines is essential. Must be a self-starter, innovative (able to think of “out of the box” strategies), reliable and trust-worthy. Strives to be a contributor to the company’s continued success, and possess a “can do” attitude.

Education/Experience

• At minimum High School diploma or equivalent required.
• Position requires at least 1 years’ experience in on-site property management.
• Computer Skills: Microsoft Office Suite, OneSite Leasing & Rents.

Knowledge, Skills & Abilities

• Must be team oriented, accountable and take ownership of job.
• Works as part of a team, as well as complete assignments independently.
• Must be able to learn new software applications (e.g., OneSite, etc.).
• Must be reliable and follow through on commitments.
• Must be flexible and able to handle change and shifting priorities.
• Must have excellent verbal and written communication skills. Must effectively convey ideas, suggestions and goals to a diverse group of people.
• Must have strong analytical and problem-solving skills. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
• Must be detail-oriented, organized and thorough.
• Must be able to take instructions from supervisors.
• Must be able to multi-task, perform under pressure and manage multiple deadlines.
• Must produce timely work to required or higher-standards.
• Must possess a strong work ethic with a drive to succeed, and high level of initiative and motivation.
• Interacts with co-workers, supervisors, guests and the public in a professional and pleasant manner.

PHYSICAL DEMANDS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Work Environment & Physical Requirements

• Standard office setting. Requires sitting or standing for prolonged periods of time.
• Requires sufficient mobility to work in an office setting.
• Frequently needs to perform standing and walking activities (inspecting/touring property), including walking up and down multiple flights of steps.
• Requires ability to operate a variety of office equipment (computer keyboard, calculator, copying machine.)
• Occasional need to lift/carry items (office equipment, deliveries, files, etc.) weighing up to 10+ lbs.
• Must be able to perform the following physical activities:
• Bend / Stoop / Squat
• Push / Pull / Grasp / Turn
• Pick up Litter
• Open / Close Doors
• Filing / Operate Office Equipment
• Reach Above Shoulder
• Climb Stairs
• Store / Retrieve Supplies
• Inspect / Show Property
• Writing / Typing
• Telephone / Door Knob Use
• Finger Dexterity

Vision / Hearing / Speaking Requirements

• Requires ability to see in the normal visual range with or without correction; sufficient to read computer screens and printed documents. Must be able to determine colors properly.
• Requires ability to hear in the normal audio range with or without correction; need to communicate over telephone and in person.
• Requires ability to communicate over the telephone and in person.

Driving / Traveling Requirements

• May need to utilize personal transportation to inspect apartment property and surrounding neighborhoods, make trips to the bank, the corporate office and other properties.
• Must have valid driver's license and automobile insurance coverage.

ADDITIONAL REQUIREMENTS

• All duties and responsibilities must be conducted in accordance with the Fair Housing Act; Americans with Disabilities Act; Fair Credit Reporting Act; OSHA, and all other federal, state and/or local laws pertaining to multi-family property management.
• Employee must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook, or otherwise communicated (verbally or in writing) to employees.
• This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification and addition as deemed necessary by the company. Employee is required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by supervisors, managers or other company officials.
• This job description does not constitute an employment contract between the company and any employee.
• The job responsibilities of this position may include cross-training in other functions or positions to ensure satisfactory operation of the property or work area.