Assistant Manager at WSH Management, Inc. – Santa Ana, California

The Assistant Manager is responsible for effectively computing and recording numerical data to keep financial records complete while assisting with leasing, marketing, affordable housing program compliance, and resident relations for the community. Additionally, the Assistant Manager will ensure that all invoices received are approved, entered, and paid within a timely manner; provide general clerical assistance to the community office; maintain open communication with the Resident Manager and Maintenance Technician; and enforce policies of the community.

Pay: $22.00 per hour, commensurate with experience
Schedule: Full-time (40 hours per week), Monday–Friday, 8:00 AM–5:00 PM
Benefits: Medical, Dental, Vision
Time Off: Paid Time Off and Holiday Pay
Additional: 401(k) with match

Primary Responsibilities

• Assist in day-to-day management of the property, supporting the Resident Manager in all operational functions.
• Provide high-quality customer service to residents, addressing inquiries, concerns, and maintenance requests promptly.
• Collect, record, and deposit rent payments in accordance with company policy.
• Process invoices, track expenses, and assist with monthly financial reporting.
• Coordinate and track work orders to ensure timely completion and follow-up.
• Help oversee maintenance staff to ensure property upkeep, preventive maintenance, and curb appeal standards are met.
• Assist with resident notices, inspections, and other administrative duties as assigned.
• Serve as backup for the Resident Manager during absences or as needed.

Leasing & Marketing

• Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).
• Record all telephone and in-person visits on appropriate reports.
• Demonstrate community and apartment/model and apply product knowledge to client’s needs by communicating features and benefits; close the sale.
• Have prospect complete application and secure deposit in accordance with company procedures and Fair Housing requirements.
• Update availability report, process applications for approvals (credit check, rental history, etc.), and submit processed applications to the Property Manager for approval.
• Ensure apartment is ready for resident move-in on agreed date.
• Follow up on prospects that did not close and attempt to close sale again; refer to sister communities if needed.
• Secure new resident’s signature(s) on appropriate paperwork prior to move-in and orient new residents to the community.
• Monitor renewals, distribute and follow-up on renewal notices.
• Assist in monitoring advertising effectiveness and distributing company or community-issued notices.

Accounting & Compliance

• Operate computers programmed with accounting software to record, store, and analyze information.
• Accept rental payments and post rents to the computer.
• Record monies collected and prepare bank deposit slips on an ongoing basis.
• Ensure proper and legal documents are received, current, and accurately verified for new vendors prior to payment processing.
• Communicate with Property Managers regarding invoice accuracy and coding.
• Ensure invoices are approved, entered, and paid within a timely manner.
• Access computerized financial information to resolve vendor and payment disputes.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
• Prepare statements of accounting notices for past residents and provide accounting support to Property Managers.
• Assist in lease transactions by typing leases, gathering applicant history, and credit approvals.
• Assist with maintaining compliance with all applicable Affordable Housing programs.
• Assume Property Manager’s duties/authority in absence of immediate supervisor in accordance with company and community guidelines.

Resident Relations & Office Support

• Receive all telephone calls and in-person visits; listen to resident requests, concerns, and comments.
• Complete maintenance service requests promptly and inform the maintenance team; follow up on unresolved issues.
• Ensure maintenance repairs are handled satisfactorily by contacting residents with completed service requests weekly and updating status in Yardi.
• Maintain open communication with Property Manager and Maintenance Technician.
• Contribute to cleanliness and curb appeal of the community on a continuing basis.
• Assist in planning resident functions; attend and participate as host when directed by the Property Manager.
• Enforce community policies and advise residents of referral concessions (if permitted).
• Assist in placing, removing, and updating banners, balloons, signs, and flags.
• Distribute newsletters, pamphlets, flyers, and other communications.
• Assist in conducting market surveys and shop competitive communities.
• Learn and ensure compliance with all company, local, state, and federal safety rules.
• Review all emails daily and respond within 24 hours.
• Ensure unsafe conditions are corrected in a timely manner.
• Perform other related duties as assigned and carry out additional responsibilities as needed to support department and company objectives.

• Must possess a positive attitude and the ability to smile under all circumstances.
• Participate in training to comply with new or existing laws.
• Strong command of the English language, including proper grammar, spelling, and sentence structure.
• Ability to communicate effectively with others; strong writing and proofreading skills.
• Ability to work a flexible schedule.
• Maintain a neat, clean, professional appearance at all times.
• Must possess a valid Driver’s License, reliable transportation, and current auto insurance coverage (position may require driving for company business).
• Comply with expectations as demonstrated in the employee handbook.
• Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of problems.

• High School Diploma or equivalent required; some college preferred
• A minimum of one year experience in a customer service-related industry and one year apartment leasing experience, or a combination of accounting skills/education with customer service experience is preferred
• Must possess strong attention to detail and sales ability
• National Apartment Leasing Professional (NALP) certification preferred
• Fair Housing Certification, willingness to obtain prior to interacting with prospective residents
• OSHA laws and regulations, willingness to obtain within six months
• Demonstrate an ability to support and contribute to the community team
• Demonstrate strong oral and written communication skills
• Competence in operation of telephone, business calculator, copy machine, facsimile, personal computer/keyboard, Microsoft Office including Word, Excel, and MS Outlook, and community software
• Must possess a valid Driver's License, reliable transportation, and current auto insurance coverage as this position may require some driving for company business