Assistant Property Manager at Bethany Community Services Inc – Haverhill, Massachusetts

The Assistant Property Manager (APM) plays a key role in both property operations and compliance-focused occupancy functions. Working closely with the Property Manager, the APM supports day-to-day operations while ensuring adherence to HUD, Fair Housing, and other regulatory requirements. This position assists with applications, leasing, move-ins, recertifications, lease renewals, waitlist management, accounts receivable and accounts payable, service requests/work orders, and—above all—delivers exceptional customer service to residents, families, visitors and others.

• Manage rent collections, post payments in property management software , and enforce collection policies including non- payment of rent issues.

• Prepare deposits and financial reports working closely with the Finance Department, auditors, and federal/state personnel.

• Ensure waitlists, resident files, and property operations comply with HUD regulations and Fair Housing laws

• Submit vouchers for payment through the organization’s accounting system, reviews invoices, purchase orders, requests for payment, and billing statements

Perform all aspects of apartment leasing, including:

• Collecting and processing applications
• Managing waitlists
• Conducting property tours in collaboration with Resident Care.
• Completing move-in process and orientation for new residents, families and support personnel
• Assist with processing move out notices.

Maintain occupancy and program compliance by processing annual and interim recertifications; serves as lead on recertifications

• Follow up with residents to collect required documentation for lease up and recertifications
• Prepare resident files, property binders, and documentation for audits and inspections
• Manage resident relations issues and complaints, which include taking resident phone calls, requests, and concerns, and responding in a prompt and professional manner.

Promote positive resident relations through superior customer service:

• Assist with physical and financial management of the property under the supervision of the Property Manager and the Director of Property Management.

• Assist with annual and periodic unit inspections

• Review and inspect vacant apartments, make-ready apartments, and model units.

• Receive, log, and coordinate work orders in property management software to ensure timely follow-up

• Communicate concerns and make referrals to the Resident Services team for residents requiring assistance or intervention

• Market and promote all programs to applicants, residents, families, and interested parties, including resident services such as food services, personal care, assisted living, activities, and transportation

• Maintain confidentiality and protect company values

• Provide excellent customer service to residents, families, coworkers, vendors, and partners

• Be available and on call during off-hours in case of emergency

• Train and support all downtown Bethany buildings and fill in at other locations as needed.

• Perform other duties as assigned to meet operational needs

REQIURED:

• Bachelor’s degree
• Very strong skills with all types of technology, software, online systems, laptop use, Microsoft Office Suite, SharePoint, Bill.com
• Strong customer service skills with the ability to build rapport with residents and staff.
• Excellent written, verbal, and interpersonal communication skills.
• High attention to detail and accuracy
• Strong organizational and time-management skills

PREFFERED:

• Minimum of two (2) years of property management experience preferred

• Experience with property management computer systems, strongly preferred

• Experience with Section 8 and HUD programs preferred

• Knowledge of Massachusetts Assisted Living Regulations preferred

• Experience working with the elderly population is preferred.

• Experience with property management software strongly preferred

• Experience with Section 8 and HUD programs a plus.

Working Conditions / Physical Demands

• Ability to read, write, and communicate effectively in English, bilingual/Spanish speaking candidates encouraged to apply.

• Office environment with minimal lifting, kneeling, or bending

• Ability to sit for extended periods

• Regular use of telephone, computer, email, and interpersonal communication