Assistant Manager (Conventional)

ASSISTANT COMMUNITY MANAGER

JOB DESCRIPTION

We usually require the Assistant Manager to live onsite as we have found this is the most successful way to manage a community. The following is a job description-please keep in mind that many of the responsibilities will be shared, while others will be assigned individually all depending on the property.

Requirements: 

Possess the ability to read, comprehend, and follow moderately complicated verbal and/or written instructions in English. Is organized, capable of maintaining records, basic arithmetical calculation and able to effectively communicate with residents, staff, investors and suppliers/vendors. Has excellent customer service skills, sales knowledge and is able to easily work with different types of people, nationalities, multiple deadlines while maintaining efficiency and control over projects assigned. Deadlines can at times require some additional hours, usually only during lease up and at times during rent week. In addition, the Assistant Manager will share the responsibility of being on call for the community. He/she should also be able to lift 25lbs and walk the property and several stairs daily.

      1. OFFICE DUTIES:

1. Open/Close office, model, amenities as per Triton’s standards (clocking in/out, be timely, cleanliness, office ready etc).
2. Retrieve and take care of messages, work orders and requests.
3. Duty with cell phone. Every other week (varies by property) you respond to the calls on the community phones (screened by a live answering service) and you need to be within distance to take care of any emergency.
4. Open/Close the pool every other week/weekend, depending on the community.

      2. RENT COLLECTION:

1. Keep payments, notes, petty cash and ledgers organized, accurate and secure.
2. Charge late fees when applicable. No exceptions.
3. Assist Manager with rent collection and delinquent money.

      3. LEASING:

1. Meeting and greeting prospects appropriately over phone, email and in person. Encourage prospects to tour the property and community web site.
2. Show model, community and amenities with knowledge of community and city.
3. Receive/process and approve applications.
4. Track ALL calls, visits and emails.
5. Collect and update material for prospect gifts and move in gifts.
6. New resident orientation:

• Set up new move in on community web site/resident portal.
• Set up renter’s insurance.
• Review/sign lease and review community rules.
• Show/discuss apartment and community features.
• Make sure new apartment home is prepared for move in.
• Follow up after move in.

1. Advertising:

• Check that property signage and banner look good and are correct.
• Responsible for all advertising on Internet, rental magazines etc. being updated weekly.
• Perform outreach marketing including making material, calls and visits. 

      4. PAPER/COMPUTER WORK:

1. Maintain move in-, move out-, RIS-, change- and SDD- forms.
2. Update all vacancy/ traffic reports (weekly).
3. Prepare all leases and move in packages.
4. Prepare or assist with monthly resident newsletters.

      5. MOVE -OUT PROCESS: 

1. Follow up on 30 day notices, schedule inspection date and paint date.
2. Pre-inspect apartment with maintenance at least 15 days prior to move out date.
3. Complete necessary paperwork including damage/cost replacement and renter’s insurance claims.
4. Schedule necessary maintenance and cleaning work to be done.
5. Approve invoices and forward to M/O.
6. Inspect all units after completion.

      6. MAINTENANCE AND GROUNDS OPERATIONS:

1. Daily teamwork with onsite maintenance/grounds (work orders by phone, on line, follow up etc).
2. Learn how to test pool (primary responsibility of grounds or service technician).
3. Learn all EMC shut off procedures.
4. Walk property to inspect overall appearance as needed; i.e. no broken down cars allowed, broken windows, rain gutters working, no graffiti etc.
5. Assist with snow removals when scheduled.

      7. GENERAL OFFICE WORK:

1. Promptly assist in resident relations: i.e. neighbor problems, parking problems etc.
2. Assist in Resident Retention programs such as parties, prizes and services.
3. Attend monthly manager’s meetings or training in various locations.
4. Perform any other related task that might be assigned by Manager or Supervisor.

      8. ADDITIONAL DUTIES:

1.  Participate in Colleague Connection Day