Job Details
** Assistant Manager**
**Job Category****:** Administrative/Office **Requisition Number****:** ASSIS001024 Showing 1 location **Job Details**
**Description**
Essential Knowledge, Skills and Abilities
* Ability to handle multiple priorities and be organized
* Good verbal and written communication skills
* Good customer service skills
* Simple Mathematical Calculations
Qualifications
* Willing and able to work flexible hours, which may include evening, night or weekend appointments in order to perform duties as required and be available as needed.
* Must be able to walk around the property, use stairs and lift up to 50 lbs.
* Must have and keep a valid class C Operators License (standard non-commercial drivers license) with no additional endorsements for the duration of employment.
* Any vehicle that will be driven during employment, must be insured at all times at the minimum auto liability limit of $100,000/$300,000/$50,000.
Marketing and Leasing
* Market the property via yard signs, flyers, brochures and other media, conveying an attractive image and making a good impression for the property.
* Visit local businesses and employers to promote the property to their employees.
* Accept inquiries via phone, email, social media and in-person and follow up with leads
* Accurately relay property information including but not limited to pricing, availability and amenities of the units and the building
* Schedule and conduct tours of the property and units
* Maintain call log for lead tracking.
* Complete guest cards for every tour conducted. Retain guest cards for 12 months unless program rules indicate a different time period.
* Accept housing applications while ensuring theyre accurate and complete.
* Process credit, criminal background and landlord reference checks thoroughly, accurately and fairly.
* Maintain and update waiting list(s) Make calls to wait listed prospects when apartments become available.
* Assist district staff in developing marketing strategies and preparing affirmative fair housing marketing plans (when required), competitive market data, city information, etc.
* Secure Vacant Apartments-ensure door(s) are closed and locked, that the refrigerator is plugged in, on and set on medium, lights are off, windows closed and locked, heat on 65 during the winter and air on 75 or turned off during the summer. Check the apartment for security and maintenance issues daily.
* Utilize technology provided by the company, such as OneSite software, Windocs, your company provided gmail account, the google drive and google calendar, to conduct company business as required.
* Adhere to privacy laws, usage rules, and Newbury requirements while utilizing company software, websites, computers, cell phones, tablets, laptops, and other company provided technology, as indicated in the Newbury Employee Handbook.
* Attend company required trainings to learn and keep up on property program requirements.
* Prepare for, participate in, and respond to government inspections of the property and the files.
* Adhere to company requirements of file management, office organization, and residents file set-up.
* Obtain and maintain any company required certifications, including successfully passing exams when necessary. If certification and passing the exam was obtained by the employee prior to employment, the employee is required to provide proof of passing the exam. If certification and passing the exam was not obtained prior to employment, the employee will have 6 months after hire to obtain the certification and pass the exam. Newbury Living will pay the cost for the certification course and 1 exam. If employee does not pass the exam on the 1st attempt, the employee must bear the cost of retaking the exam until they pass. Failure to obtain certification and pass the exam may result in termination of employment.
Resident/Tenant Relations
* Present an outgoing, cheerful and confident demeanor.
* Be out and about throughout the day, not hesitating to leave the office to move throughout the building for inspections, tours, visits and activities.
* Understand and adhere to Fair Housing Laws
* Coordinate with Maintenance Technician on turnovers with regards to the scope of work and timing.
* Schedule and conduct move-in and transfer meetings with applicants once theyve been approved.
* Thoroughly explain the lease, rules and regulations, all addenda and program-specific documents to the resident(s).
* Enforce provisions set forth by the propertys Lease and Rules & Regulations
* With assistance and/or training from District personnel, write, serve and follow up on legal notices for lease violations and non-payment of rent. Continually monitor account balances until past due balance is paid.
* Make small claims filings and attend court proceedings for evictions
* Monitor and schedule use of common and/or community areas and amenities.
* Respond to emergencies in a timely fashion in order to prevent damage to the building(s) or equipment, and maintain the safety and well-being of residents.
* Provide admittance when a resident has locked him/herself out (if Caretaker or Trustee not in place at the property)
* Perform regular apartment inspections according to district schedule, and follow up on lease violations
* Accept Service Requests from residents accurately
* Handle tenant complaints in a professional manner that is compliant with Company policy, Fair Housing laws and program rules.
* Obtain 3rd party verifications of income, assets and expenses. Submit verifications to appropriate personnel for approval.
* Conduct Move-out inspections with a maintenance technician and the resident(s) if the resident is available.
* If required per the property program, conduct annual and interim recertification procedures in line with the programs requirements.
* Have office phone forwarded to company cell phone after office hours and on weekends. Answer this phone to schedule appointments for applications/showings and for emergencies.
* Collect, process and deposit rent payments.
* Compose and distribute resident communications (newsletters, memos, notices, etc.)
* PRN as a Certification and Leasing Specialist
* Assist District Manager with other duties as appropriate.
Other Responsibilities
* Compliance: Obtain 3rd party verifications of income, assets and expenses. Calculate income, enter figures into property management software and determine program eligibility for the applicant/resident. Submit certifications to Windsor Compliance for approval. Submit move-in and annual recertification files to Windsor for review. Receive corrections and make them as requested, and re-submit to Windsor for approval. Once approved, meet with resident to finalize certification paperwork, finalize in software, and submit finalized documents to Windsor.
* Cleaning: tasks are to be performed on a regular basis in order to maintain the appearance of the property, to prevent an accumulation of dirt and subsequent deterioration of the property. Cleaning includes but is not limited to: office areas, restrooms, community buildings and common areas, laundry rooms, breezeways/hallways/stairwells, trash areas and grounds. All equipment and supplies will be furnished.
* Snow Removal: remove snow on sidewalks in accordance with Newbury standards, including salting and sanding.All equipment and supplies will be furnished.
* Landscaping: maintain flower beds and landscaping throughout property, including planting, weeding, watering to enhance the curb appeal of the property. All equipment and supplies will be furnished.
* Collect and deposit laundry money on the 1st of each month according to Newbury procedures. All equipment and supplies will be furnished.
* Perform all lawn care as necessary, including mowing and trimming grass througout the property. All equipment and supplies will be furnished.
* Fitness: coordinate resident activities and promote participation w