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The Assistant Property Manager supports the Property Manager in the daily operation and administration of the property. This position assists with resident relations, leasing and administrative functions, rent collection, maintenance coordination, inspections, record-keeping, and enforcement of property policies and procedures.
The Assistant Property Manager should provide excellent customer service, maintain confidentiality, communicate professionally, and help ensure the property is operated efficiently and in accordance with company policies and applicable laws.
Essential Duties and Responsibilities
Resident Relations
- Greet and assist residents, guests, and prospective residents in a professional and courteous manner.
- Respond to resident questions, concerns, and requests in a timely manner.
- Assist with resolving resident complaints and escalate issues to the Property Manager when appropriate.
- Maintain positive relationships with residents and promote a professional community environment.
- Communicate property rules, policies, procedures, and notices to residents.
Leasing and Occupancy
- Assist with processing rental applications and maintaining applicant records.
- Assist with preparing leases, renewals, notices, and other resident documents.
- Conduct property and unit tours when needed.
- Assist with move-ins and move-outs, including inspections and required documentation.
- Maintain accurate records regarding vacancies, applications, leases, and resident files.
Rent Collection and Administrative Duties
- Assist with rent collection and follow up on outstanding balances in accordance with company procedures.
- Maintain accurate resident ledgers and records.
- Assist with preparing reports, correspondence, notices, and other property documentation.
- Process invoices, purchase orders, work orders, and other administrative paperwork as assigned.
- Maintain organized and confidential resident and property files.
- Assist the Property Manager with monthly and other required reports.
- Responsible for payroll and personnel issues/matters.
Maintenance and Property Operations
- Receive and document resident maintenance requests.
- Coordinate with maintenance personnel and outside vendors as directed.
- Follow up on outstanding work orders to ensure timely completion.
- Assist with property inspections and report maintenance, safety, or housekeeping concerns.
- Help ensure common areas and the property are maintained in a clean, safe, and presentable condition.
- Report emergencies, safety concerns, and significant property issues to the Property Manager promptly.
Compliance and Policy Enforcement
- Assist the Property Manager with enforcing community rules and company policies consistently and professionally.
- Maintain required records and documentation.
- Protect resident privacy and confidential information.
- Follow all applicable company policies and procedures and applicable federal, state, and local housing requirements.
- Immediately report potential compliance concerns to the Property Manager.
Office and General Responsibilities
- Answer and direct telephone calls and respond to emails and correspondence.
- Assist with scheduling appointments, inspections, meetings, and resident communications.
- Maintain a professional and organized office environment.
- Assist with resident events, community activities, and special projects as needed.
- Perform other duties as assigned by the Property Manager or management company.
Qualifications
- High school diploma or higher.
- Previous property management, leasing, residential management, customer service, or administrative experience preferred.
- Strong communication and interpersonal skills.
- Excellent organizational and time-management abilities.
- Ability to handle confidential information appropriately.
- Ability to work independently while also functioning effectively as part of a team.
- Professional appearance and demeanor.
- Basic computer skills, including email, Microsoft Office, and property management software.
- Ability to prioritize multiple tasks and meet deadlines.
- MUST live within 15-20 minutes of Anaheim Hills.
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