Assistant Community Manager at Gable Oaks Apartments

Assistant Community Manager

Location: Gable Oaks - Columbia, SC

Summary

Responsible for the efficient operation of the assigned community under the direction of the Community Manager. On a daily basis, the Assistant Community Manager performs the tasks associated with the operation of the property including managing the sales function, pricing, collections, administration, resident services, and maintenance. The ACM is also responsible for ensuring the successful leasing of apartments by adhering to community policies and procedures during the application process (e. g. , qualifying potential residents, verifying applications etc. ). Reports to: Community Manager. Supervises: Onsite staff of assigned properties in absence of Community Manager. Regional Manager will oversee hiring, staffing, wage reporting, marketing, accounts receivable, collections and leasing. Must be flexible and able to work varied schedule, including weekends and some holidays as required.

I. ESSENTIAL DUTIES AND RESPONSIBILITIES

Fiscal accountability for properties performance

• a. Assist with monitoring the property budgets, keeps expenses in line with the budget
• b. Assists with completing utility analysis annually
• c. Assists with all applicable deposits, rents, other fees and ancillary revenues are collected and deposited
• d. Reviews Accounts Receivables reports weekly and sends late notices accordingly
• e. Reviews, codes, and submits bills to be paid to the Accounts Payable Department through PayScan
• f. Assists with monitoring of budget control reports on a monthly basis. Account for monthly budget variances and implement new strategies when required. Suggest budget adjustments related to objectives and goals.
• g. Purchases necessary equipment and supplies for the community at the direction of Community Manager. Expenses over $500 must be pre-approved by RPM

• a. Inspects the community daily to determine the quality of the physical property to assess and identify needs.
• b. Monitors occupancy to ensure property maintains 100% occupancy at all times. Must keep waiting list active, first two applicants should be current and ready for move in should notice be given. Responsible for implementing, designing and maintaining a resident retention program, i. e. , newsletter, resident referral program or social activities
• c. Assists with developing and monitoring an active renewal program for nonsubsidized units.
• d. Ensure maintenance of the property is being performed and documented.
• e. Obtains three bids for capital items and makes recommendations to Community Manager.
• f. Inspects maintenance repairs and available units for readiness.
• g. Inspects recently vacated units to assess needed repairs, replacements and resident charges.
• h. Monitors, inspects, and assesses the community landscape and physical condition to identify, control or eliminate potential safety concerns and to ensure quality aesthetics of exterior parts of community.
• i. Assists with performing monthly inspections for 811 Property types or quarterly for 202 and family property types.
• J. Assists with generating various reports, ie. month end close out, company required reports, HUD information, etc.

• Assist Community Manager in recruiting, interviewing, and training all community staff positions.
• Promote staff harmony through support, effective leadership and positive example
• Assists Community Manager to ensure all on-site administrative functions pertaining to personnel are timely (i. e. , performance evaluations, transfers, promotions, time sheets, bonuses, etc. ).
• Maintain compliance with company policies, procedures and industry regulations (i. e. , HUD, IRS, HOME, HTF, RD, Fair Housing, OSHA, Safety, etc. ).
• Assures that associates follow policies and safety rules; complies with NHE policies for reporting incidents
• Interacts closely with maintenance staff to manage property maintenance programs including promptly and courteously responses to resident requests for maintenance and that the work meet or exceeds NHE standards.

• a. Handle and resolve current/former resident situations through established company guidelines and practices on a timely basis.
• b. Handle and resolve vendor or contractor situations on a timely basis.
• c. Plans, executes and attends social and other community events for residents
• d. Resolves resident concerns and matters at a high level of customer service and satisfaction

• a. Complete all move ins/outs/recertifications/Interims etc. as required by HUD and NHE guidelines
• b. Monitors regulatory compliance on behalf of owner/agent with appropriate regulations (LIHTC Section 42, HUD Section 8/PRAC/HAP, HOME, HTF, etc. )
• c. Oversees compliance with Fair Housing Laws
• d. Ensure each property is adhering to their specific program types regulations
• e. Interprets and applies IRS Section 42 and HUD regulations and identifies and recommends compliance and changes as appropriate.
• f. Prepares and participates in management reviews and physical inspections from third parties, local or state housing authorities and/or HUD.

• Attendance is an essential job function.
• Attends and participates in industry and NHE's training programs as required.
• Performs the tasks of subordinate associates as needed, including leasing units and making units ready for leasing.
• Responsible for other assignments as needed and directed by senior management.
• This job description does not list all functions and tasks. Job functions may be added, deleted, or modified at any time by your management team.

• Excellent communication and interpersonal skills, both verbal and written.
• Advanced organizational skills.
• Ability to direct others to achieve company goals.
• Ability to sell products and services to potential customers.
• Ability to handle multiple tasks and prioritize duties and responsibilities.
• Ability to visually inspect units, grounds, and other aspects of the community to determine standards are met.
• Ability to work with little direction maintaining confidentiality and professionalism.
• Be a team player

• Property Manager's or PMIC license required
• Multifamily leasing, sales and/or customer service experience is required.
• Knowledge of apartment management laws and regulations, federal, state, and local.
• Knowledge of expense control and financial management.
• Must have a valid driver's license or means of immediate transportation to attend meetings, events and daily activities