ASSISTANT PROPERTY MANAGER

Description

Summary & Objective

The Assistant Property Manager is responsible for assisting and supporting the general administration, operations and financial responsibilities for the properties within their assigned portfolio.

Essential Functions

• Assists the Property Manager in the execution of regulations regarding tenancy according to the U.S. Department of Housing and Urban Development including but not limited to: applications, waiting lists, eligibility criteria, certification for admission, security deposits, move-ins, rent collection, rent reporting, assistance payment reporting, resident files, re-certification requirements, pet rules, eviction procedures, move-outs.
• Assists in carrying out the established procedures for the administration of the housing facility, including tenant regulations, assignment procedures, eligibility requirements, occupancy rules, maintenance conditions, and other related activities.
• Assists Property Manager in the preparation and facilitating of budget requests and end of month closing tasks.
• Assists Property Manager in preparation of accounts payable vouchers on a weekly basis.
• Assists manager with deposits and disbursements from tenant security accounts pursuant to all applicable CHM procedures.
• Helps with the preparation of reports needed on the overall management of the facility and necessary repairs.
• Provides support to Property Manager and other staff in the processing of applications, collecting rents, and other assigned administrative duties.
• Prepares memos, late notices, letters, and reports in typed draft form and submits to manager for approval.  
• Maintains a tickler file for scheduling of annual apartment inspections and assists in the maintenance of records of work orders completed in order to keep the apartment condition status report up to date.
• Collects rent and prepares receipts for residents each month per lease and project requirements. Assists in maintaining the required posting of rents collected.

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties

• Communicates with Property Manager regarding of any building or grounds deficiencies.
• Follows up on maintenance requests with maintenance staff and manager.
• Assures that all departments are supplied with necessary forms, booklets, rules and regulations as required by both HUD and CHM.
• Prepares and maintains accurate and complete resident files in compliance with HUD regulations.
• Maintains general office related files including those related to maintenance, repairs/replacements, furnishings, supplies and materials, insurance, budget and finance, personnel records, HUD reports, and those required for safety and health.
• Receive and process Notices to Vacate and process move-outs.
• Communicates with management regarding deficiencies of outside contracted services.
• Maintains inventory lists of office supplies and materials and verifies that purchases are made consistent with approved budget and in compliance with guidelines provided.
• Keeps accurate notes of resident’s complaints if manager is not available to resolve problem.
• Assists the manager in processing of all newly hired personnel, verifying references, obtaining required payroll/personnel documentation, establishing personnel files.
• Assists in the preparation of payroll for all staff. Upon verification of payroll sign-in sheets, coordinates submission to CHM in compliance with federal and state regulations.
• Prepares necessary personnel files, updates necessary federal and state forms.
• Promotes positive employee engagement, teamwork, mutual respect and safety work practices.
• Maintain your required licenses, certifications and mandatory skill updates.
• Comply with all policies, local, state and federal laws and regulations.
• Provide other duties of other team members.
• Perform other duties as assigned.

Supervisory Responsibility

• May serve as an interim department leader depending on need.

Physical Requirements

• Must be able to lift and/or move up to 50 pounds and push/pull up to 250 pounds, walk, climb stair or ladders, stand on feet for extended periods of time, etc. if applicable

Disclaimer

The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

EEOC Statement

CHM provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Requirements

Knowledge & Experience Requirements 

• 2-3 years of experience in property management.
• Knowledge of occupancy requirements per HUD Handbook 4350.3 “Occupancy Requirements of Subsidized Multifamily Housing Programs.”
• Knowledge of guidelines and regulations provided by HUD and CHM.
• Must have knowledge of computer office software.
• Must be able to read, write and understand the English language.