Chapel Hill Housing

Job Description

Assistant Manager

Reports To: Community Manager

FLSA Status: Non-Exempt (eligible for overtime)

Approved Date: 11/07/14

Summary: The role of the Assistant Manager is to support and assist in managing the property. In the Manager’s absence, the Assistant Manager will assume all responsibilities of the manager to accomplish the property objectives as set forth by the Director of Operations and property Owner. The Assistant Manager’s duties break down into three general areas: 1.) Assist in managing accounts receivables and accounts payable in accordance with company policy and standards, 2.) Direct a highly-effective sales, marketing and resident retention program 3.) Contribute in building and developing a successful operating team.

Essential Duties and Responsibilities include the following, in addition to those of the leasing consultant. Other duties may be assigned.

Assist in Managing Accounts Receivable and Accounts Payable in Accordance with Company Policy and Standards.

• Maintain resident records. Ensure the accurate entry of applications and leasing information, resident profile, lease dates, notice dates and rental amounts and balances.
• Assist in daily posting of all rents, deposits and application fees received from residents.
• Deposit all bank receipts prior to bank close each day.
• Issue appropriate notices when necessary (e.g., late payments, NFS notices, eviction notices).
• Manage the collection process for both current and previous residents.
• Process all statements of security deposits upon move-out.
• Assist the Community Manager with accounts payable; maintain a working knowledge of the policies and procedures for processing invoice payments.
• Assist with budget preparation as directed by the Community Manager.

Direct a Highly-Effective Sales, Marketing and Resident Retention Program.

• Be proficient at all leasing tasks including, but not limited to, leasing apartments, lease paperwork and move-in procedures.
• Support the Community Manager in training staff concerning leasing, computer entry, marketing, maintenance and general office operations.
• Maintain knowledge and understanding of company polices, ensure that policies are being followed.
• Assist Community Manager in distributing lease renewal letters to residents in a timely manner.
• Ensure resident follow-up concerning renewal decision is performed until a renewal is signed or a notice is given.
• Consistently track reasons for move-out.
• Plan, promote and attend resident social functions as directed.
• Accept and write resident service requests in a timely and accurate manner.
• Apply professionalism and friendliness at all times and with all resident interactions such as: receiving rent payments, expediting service requests, answering inquiries and confronting problem situations.
• Understand and observe all Fair Housing rules and regulations, in both letter and spirit. Treat all customers with courtesy and respect.
• Complete a monthly market survey and maintain first-hand knowledge of the competition. Shop the property’s competition on a regular basis.
• Contribute ideas to Community Manager for marketing the property and improving resident satisfaction.
• Assume responsibility for the operations of the property, including reporting systems, in the absence of the Community Manager.

Contribute in Building and Developing a Successful Operational Team.

• Support whole team effort by providing clerical support and answering phone calls.
• Participate in company-provided training.
• Complete all assigned reports in an accurate and timely manner.
• Assist in inspecting apartments, buildings and grounds to ensure safety and cleanliness, alert the maintenance department to items that are in need of repair.
• Facilitate communication between residents and maintenance staff. Send letters and follow-up with residents concerning the breach of community policies.
• Support and maintain a positive attitude.
• Inform your supervisor if unable to complete work assigned or unable to be at work when scheduled.
• Comply with all Evolve standards; applicable health and safety rules and regulations, as well as applicable local, state and federal laws.

Supervisory Responsibilities

This job has no day-to-day supervisory responsibilities. Carries out supervisory responsibilities in the absence of the Community Manager in accordance with the organization’s policies and applicable laws.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Problem Solving- Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Customer Service- Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; responds well to questions.

Written Communication- Writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information.

Teamwork- Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.

Judgment- Displays willingness to make decisions; Exhibits sound and accurate judgment.

Planning/Organizing- Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives.

Professionalism- Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality- Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Safety and Security- Observes safety and security procedures; Reports potentially unsafe conditions.

Attendance/Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability- Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative- Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience and other certifications/licenses as required by local jurisdictions.

Language Skills- English

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other Skills and Abilities

Ability to use a personal computer and has working knowledge of email, Microsoft Word and Excel. Ability to use general office equipment such as telephone, fax machine, printer and copier.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk; sit and climb or balance. The employee is occasionally required to stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment The work environment characteristics described here 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.

While performing the duties of this Job, the employee is frequently exposed to outside weather conditions. The employee is occasionally exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience level:

• 2 years

Shift:

• Day shift

Weekly day range:

• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Preferred)

Experience:

• Customer Service: 1 year (Required)
• Property management: 2 years (Preferred)

Ability to Relocate:

• Chapel Hill, NC: Relocate before starting work (Required)

Work Location: In person