We manage the finest portfolio of luxury housing in the booming Bronzeville community. We are looking for someone who will nurture the community, its growth, and provide exquisite service to residents. South Side Stories Property Management (“SSS”) supports local businesses and actively “greens” Bronzeville through exotic landscapes, with plantings of rare cultivars from around the globe. We engage in nonprofit initiatives. Learn more about us at https://www.southsidestoriesrentals.com/our-mission/. The Assistant Property Manager (“APM”) will be the liaison between our management and maintenance teams (including Independent Contractors) and residents. You must provide and deliver world-class customer service. This position will challenge you to think like a Property Manager and become a relationship builder.

Specific Duties & Responsibilities:

Property Management

· Assist the Property Manager (“PM”) with day-to-day operations.

· In the Property Manager’s absence, the APM will assume all responsibilities.

· Pre Move-In (“M-I”) Inspection: Prior to move-ins, inspect and photograph the following: a) interior common areas from the lobby to the apt; b) garbage area. Email a report, with photos, to the PM & Maintenance Supervisor.

· Move-In Concierge Service: This is comprised of the following: a) meet residents at their new homes; b) within 3 hrs, stop-in to check on how they are progressing and immediately address any issues; c) for the 1st two weeks, call and/or text residents, to ensure they are fully satisfied.

· Post M-I Inspection: At the end of the M-I day, re-inspect and photograph the common areas and email a report to the PM & Maintenance Supervisor.

· M-I Survey: Obtain the Survey within 3 days of M-I. Monitor & quickly address all issues.

· M-I Inspection Form Submitted By New Residents within 3 days of M-I : Monitor & quickly address all issues.

· Daily, monitor Appfolio Property Management Software (“Appf”) Maintenance Surveys and take action/reply when needed.

· Conduct Move-Out/Move-In inspections with residents. In Appf, name each form (including the date of inspection) and upload form as an attachment to each resident’s portal.

· Establish and Manage Utilities. This includes ComEd, People’s Gas, Procom Security alarms and Flood Brothers for extra pick-ups related to M-Os, M-Is & any overage reported by a resident. This includes establishing or cancelling utilities. Email Landlord Reversions to the appropriate utility vendor. All telephone communications with a Utility Rep must be summarized in an email to the PM. Information includes the following: date; time; rep’s name or ID, what was agreed upon.

· Monitor the CHA Portal for scheduled inspections and in real time create work orders (“WO” or “WOs”) to repair deficiencies in advance of inspections.

· Assist the PM with resident requests, such as early lease termination options, adding parking or pets.

· Assist PM with closing out long-term resident issues (open for 1 week or more).

· Cancel Procom Agreements via email and place all emails in the Procom Outlook email folder.

Income

· Book resident charges/notes in Appfolio. Update in real time all rents, lease processing fees, parking, pet fees, alarm charges, etc. This does not include work order charges, which are handled by the corporate accounting dept.

· Review with the PM your suggested changes regarding charges. Make corrections to charges in Appf once approved by PM. Email our corporate office of any changes.

Resident Relations

· Communicate with residents regarding property management issues. This includes but not limited to investigating and resolving complaints, disturbances and lease violations.

· Assist with coordinating and attending resident social and other community events.

· Public Service Announcements (“PSA” or “PSAs”): Mass resident communications as needed through text and email.

· PSAs to HOA Owners: Once approved by PM, email the appropriate HOA Management Company when applicable.

Marketing

· Must be knowledgeable in all phases of leasing and resident retention.

· Draft new leases & addendum agreements and obtain existing resident and/or new resident signatures within 24 hours of sending via Docusign; obtain ownership’s signatures within 24 hours after residents sign leases; if changes are made after a lease has been executed, draft those changes and obtain signatures.

· Update Move-Out/Move-In Board in real time. Make sure that identical info is in Appf & on a Google Sheets Unit Availability Report (“UAR”) and Expiration Reports.

· Manage the Peoples Gas heat disclosure process

· Ensure outward-facing monitors are working properly and have the most recent USB photos. Work with Leasing & Marketing Director on this task for the newest photos.

Administrative

· Notion Audits: In Notion, edit & update (in real time) Policies, Procedures, Protocols & Templates.

· Review Appfolio unread text messages a minimum of 2X/day; follow up as necessary.

· Order business cards for SSS employees.

· Ensure that the office is neat and efficiently organized for maximum storage. Subject to PM’s approval, this will include elimination of unnecessary items.

· Create and maintain permanent office inventory via Staples & Office Depot (Office Items) and Amazon (Move-In Items). Ensure that the office is fully stocked, which includes coffee, water etc. All receipts must be provided to PM.

· Responsible for retrieving office mail daily and distributing to necessary parties.

· Responsible for key distribution to contractors, through KeyTrak, a computerized key tracking system.

Maintenance Coordination

· Coordinate and schedule maintenance techs and contractors; notify residents through Appf texts; book all activities and communications in the Vendor Instructions of the work order. If materials or parts are ordered, besides showing this in Vendor Instructions, create an Outlook Calendar Event

· Text residents through Appf with schedule changes and/or unresolved issues.

· In real time, throughout the day, close work orders. If missing info, immediately call and/or text maintenance technicians.

· Ensure that 95% of work orders are completed within 1 business day or, if more time is needed, within 2 business days.

Requirements

· Candidates must possess an Associate's Degree or a Bachelor's Degree in a relevant field.

· Communication Skills: Professionally communicate with team members, contractors, residents - verbally and through well-written Appfolio texts and emails.

· Computer Skills: You must have a minimum INTERMEDIATE working skill-set of MS Word, Excel, Outlook and Appfolio computer software. Must precisely and concisely communicate activities in electronic form.

· Strong Customer Service Skills: You are the first point of contact between residents, management and the maintenance team. It is essential to maintain a positive, professional demeanor and be an active listener.

· Detail Oriented and Highly Organized: Efficiently navigate through resident files and software administration systems.

· Excellent Critical Thinking Skills and Problem Solving: No two days are alike! As you develop conflict resolution skills, you may be pushed out of your comfort zone.

· Solid Understanding of Anti-Discrimination Housing Laws: Must know Fair Housing Laws, the Chicago Residential Landlord Tenant Ordinance (“CRLTO”) and the IL Condo Act or willingness to learn within 60 days of employment.

This Job Description is not static. There will be changes.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 hours per week.

Benefits:

· Health insurance

· Paid time off

· Retirement plan

Experience level:

· 3 years

Schedule:

· Monday to Friday 8:30AM-5:00PM

Ability to Relocate:

· Chicago, IL 60615: Relocate before starting work (Required)

Work Location: In person

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Experience level:

• 3 years

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Ability to Relocate:

• Chicago, IL 60615: Relocate before starting work (Required)

Work Location: In person