The Assistant Property Manager should be an organized, outgoing, and friendly professional who supports the community manager in all aspects of property management. The focus of this position is to ensure the effective operation of the apartment community. This role is responsible for keeping accurate property records, leasing available units, tenant retention and assumes a leadership role in the absence of the HUD Property Manager.
Responsibilities:
Office Administration & Customer Service
- Inquiry Resolution: Respond to residents, staff, and the general public in a courteous, efficient, and professional manner to resolve questions, concerns, and complaints.
- Front Office Support: Manage maintenance office receptionist functions, including answering phones, greeting guests, typing, copying, sorting mail, and managing office supply inventory.
- Communication Management: Create and distribute community notices, flyers, and calendar updates; maintain and update the community bulletin board.
- Property Aesthetics: Ensure the property presents an aesthetically pleasing appearance in accordance with established property management standards.
Leasing, Compliance & Data Management
- File Maintenance: Maintain accurate, highly organized, and current affordable housing resident folders, lease files, and dead files.
- Help with Certifications & Recertifications: Manage income certifications and annual recertifications, ensuring 120-day, 90-day, and 60-day notices are distributed and logged in master files.
- Help with Waitlist Management: Input applicant data into OneSite, manage the waitlist, and send out acceptance or denial letters within the mandatory 5-day timeframe.
- Move-In/Out Processing: Review lease files prior to move-in, conduct resident orientations to explain lease terms and House Rules, and coordinate scheduled renewals or move-outs.
Financial Management & Collections
- Rent Collection: Collect rents, security deposits, and other charges; accurately document and post payments into the system.
- Bank Deposits: Deposit all rental and other income into the bank within 24 hours of collection (or mandatory timeframes).
- Delinquency Tracking: Maintain accurate rent rolls and delinquency reports; prepare and deliver late payment charges, delinquency notices, and Notices to Vacate.
- Legal Proceedings: Perform collection, utility cut-off, and eviction proceedings in a timely manner; represent the foundation at court proceedings and informal hearings in the absence of the Property Manager.
Operations & Maintenance Coordination
- Property Inspections: Conduct routine housekeeping, initial, quarterly, and move-in/move-out inspections; perform daily property walks with the Property Manager to detect maintenance needs.
- Work Order Management: Create, track, open, and close maintenance work orders within the OneSite System, documenting all damages and maintaining logs of property walks.
- Unit Turns & Marketing: Prepares and shows vacant units to prospective residents using marketing tools; monitor vacant units to ensure make-ready, safety, and cleaning processes are performed efficiently.
- Vendor Scheduling: Set up pest control appointments and coordinate other outside vendor services for treated units.
Supportive Services & Resident Engagement
- Case Management: Provide one-on-one case management for residents facing challenges in supportive housing to reduce barriers and maintain housing stability.
- Community Resources: Build relationships with government agencies, medical entities, and social services to efficiently refer residents for income, medical, transportation, housekeeping, and nutrition assistance.
- Reporting & Documentation: Gather data, maintain metrics on resident stability, and prepare monthly reports for supervisors; create and maintain the property’s resident services book to document collaborations and results.
Leadership & Compliance Support
- Backup Management: Assume full Property Manager responsibilities and authority when the manager is unavailable.
- Cross-Property Support: Assist on other Mary Lee Foundation communities as needed to support general operations and Supportive Services Programs.
- Policy Enforcement: Monitor resident compliance with Community Service and Self-Sufficiency requirements; counsel residents regarding lease and House Rules violations.
Responsibilities are not limited to the above list and may include other duties as deemed necessary by supervisor.
Required Qualifications
Experience & Education
- Minimum 1 year of experience in property management, resident services, or service coordination.
- Minimum 1 year of experience working directly with individuals with disabilities or special needs population.
Technical Skills & Systems
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and a strong comfort level using standard office equipment.
- Hands-on experience using property management software systems.
Soft Skills & Core Competencies
- Exceptional customer service and strong interpersonal skills with the ability to build collaborative relationships with residents, staff, co-workers, and vendors.
- Proven teamwork approach with a strong ability to work effectively alongside supervisors and cross-functional teams.
- Strong critical thinking, problem-solving, and organizational skills with an emphasis on efficient time management.
- High level of diplomacy and tact when resolving conflict or addressing delicate resident and personnel situations, while maintaining a professional firmness.
- Excellent communication skills, including the ability to organize meetings, coordinate activities, and prepare concise narrative or statistical reports.
Licensing & Legal Requirements
- Valid Texas driver’s license with a clean driving record and valid proof of auto insurance.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position.