Assistant Manager - Residential Property Management Firm (Encino)

Summary

This position is responsible for assisting with the overall upkeep of the property, vacancies and leasing office, its daily operations, as well as providing excellent customer service and fulfilling both resident and prospect needs. 

Responsibilities

• Support and assist Property Manager and Leasing Office and Maintenance Teams as needed to accomplish goals and maintain a healthy working environment and pleasant community to live and/or work at
• Help coordinate resident move-in and move-out processes
• Perform rent collection from residents
• Depositing of rents
• Perform regular property management data entry on property management software, including posting rent payments and move-in monies
• Assist in various projects, including community and resident improvements, vacancy turnovers and various operational tasks
• Perform filing and management of resident files; maintain accurate and secure filing system
• Create work orders based on resident concerns and deliver to the appropriate party (i.e., Lead Maintenance Technician) to ensure timeliness of completion and follow-up to ensure resident satisfaction, as well as monitor if additional work is pending through to completion
• Manage resident relations and address all concerns in a timely manner as needed
• Tour the units with prospective residents, as well as accompany contractors and vendors to the specified work area(s) on the property when needed
• Perform verification of employment, residency, personal references, and credit for prospective resident applications as needed
• Serve, post and mail resident notices or legal notices/letters as directed
• Order and prepare welcome bags for new residents as needed to keep up with move ins
• Answer phones in a professional, friendly, and helpful manner
• Keep in effective communication and provide clear direction to onsite security team (where applicable) to avoid complacency
• Document and process OUI (Occupied Unit Improvement) requests as needed or directed by the Property Manager/City Violations
• Perform community inspections along with the Property Manager/Team and obtain at least two (2) bids for needed improvements and follow through until approved/completed
• Provide training to the Community Management Team (includes maintenance, porters, and leasing office team members) and continue with any training and coaching as is necessary or requested by management

Accountabilities

• Consistently perform rent collections in a timely manner
• Accurately process and enter rents as needed
• Effectively interact with residents and ensure that requests, concerns, and complaints are properly addressed in a timely manner
• Ensure resident move-in and move-out process is handled professionally and efficiently
• Accurately maintain resident files at all times
• Ensure accuracy in all correspondence
• Complete assigned projects/tasks efficiently and in a timely manner
• Exhibit a genuine concern for the property, its upkeep and maintain positive resident relations
• Demonstrate thoroughness in the prospective resident verification process, to minimize or eliminate any potential future obstacles
• Ensure telephone calls are answered quickly and the appropriate action is taken immediately
• Perform prospect tours professionally and in a manner that prompts a desire to live on the property
• Ensure the Leasing Office team has the necessary tools and knowledge to be the best at what they are doing
• Retain training and experience-based information in a way that works best for you (whether on paper, in Box, or in Outlook, etc.)
• Create a friendly, team-driven environment within the community and leasing office alike

Physical Requirements and Working Conditions

• Ability to bend, stretch, twist, or reach with the body, arms, and/or legs at least 50% of your workday
• Ability to walk or stand for 50% of your workday
• Ability to arrange things or necessary actions in a certain order or pattern according to a specific rule or set of rules to accomplish a goal or goals set forth
• Ability to remember information such as words, numbers, pictures, and procedures, OR, to take proper notes that can be referenced and understood for future use
• Ability to communicate information and ideas in writing so others will understand
• Ability to climb stairs and walk the property to complete task-related duties including the upkeep and upholding of the property rules & regulations, as well as to perform the posting of project announcement, legal or informational notices on all resident doors as is necessary
• Ability to sit or stand for extended periods of time depending on the tasks at-hand
• Ability to work within a high-volume office including public foot traffic (such as prospective residents) and current resident traffic
• Ability to utilize a keyboard efficiently and effectively when entering text or data into a computer or other machines
• Ability to push, pull, lift, and carry up to 40

Please Note: The physical requirements and working conditions described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Skills, and Experience

• Minimum High School education
• Minimum 2 years of successful administrative or customer service experience
• Familiarity with Fair Housing laws and regulations
• Proficiency in Microsoft Word, Excel, and Outlook
• Proficiency in Yardi or other property management software
• Excellent communication skills, both written and verbal
• Extremely organized and able to multi-task
• Exercises good judgment and decision making at all times
• Excellent follow-through
• Bilingual (Spanish) a plus
• Ability to self-motivate, prioritize, and complete tasks timely
• Meticulous and diligent when completing a task
• Ability to drive a company golf cart or personal vehicle to/from surrounding communities (if applicable)