Description

GENERAL DESCRIPTION OF POSITION

In conjunction with the Property Manager, the Assistant Property Manager is responsible for protecting, maintaining, and enhancing the value of the communities while also maximizing the living experience for residents and the communities. This is accomplished by effectively directing and coordinating the communities' overall operational activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Goals & Objectives

Demonstrate Specialized Real Estate Group's (SREG) core values and strive to achieve our mission. Oversee and manage multiple properties within the market and help lead the teams of those properties to achieve the following:

•  Create a collaborative environment amongst our residents through events and personal introductions.
•  Maintain 100% occupancy by achieving sales goals and managing churn.
•  Insure that properties are fully operational, well maintained, and processes are running smoothly.
•  Drive financial growth, promotion, and continued growth of provided service offerings
•  Maintain company standards and expectations.
•  Manage properties' Key Performance Indicators (KPI's).

2. Community Management & Events

• Manage all building operations and communicate with property support to ensure the highest level of resident satisfaction.
• Work with PM and on-site teams to develop community initiatives designed to create connections between residents, including resident introductions, overseeing events, electronic and print communications, and property walk-throughs.
• Solve resident-related issues to ensure a cohesive community and manage resident expectations.
• Meet with residents to resolve issues, process resident move-outs/terminations and other issues of complexity.
• Plan and execute events to ensure there is a good balance of educational, resident appreciation, and lead generating and sales-related events and to review for adequate procedural safeguards for the protection of resident and company assets.
• Proactively gather data on resident objectives and identify both Specialized Real Estate Group and resident services that could help residents achieve their objectives or satisfaction.
• Seek opportunities to engage residents to discover and discuss resident objectives, i.e. using resident service request as an opportunity to learn more about the resident, their apartment, and any other needs the resident may have.
• Direct the day-to-day activities of loss prevention, risk management, safety/security, maintenance, marketing, leasing and ongoing facility upkeep.
• Develop working income for operating the property, by managing cash flow requirements and leasing strategy.
• Analyze and produce monthly financial statements including operating variances from budget, cash management and strategies for collection of receivables.
• Maintain complete and accurate community files and records, including finalized audits to ensure lease data has been input correctly into management software.
• Coordinate collection and documentation of all revenues following lease obligations of residents.
• Engage, contract, supervise and approve invoices for all goods/services required to maintain the community.
• Successfully lead on-site maintenance technicians, office staff and leasing team members.
• Manage resident relations as they pertain to: coordinating requests for repairs and maintenance, understanding of rent charges, lease issues and other resident concerns.
• Identify opportunities and act on them to connect residents.
• Design and implement rules, guidelines and best practices for the community to optimize resident experience.
• Recommend best practices, including but not limited to community management, sales, events, training, and resident experience on a company-wide level.
• Resolve resident complaints regarding other residents through neutral fact investigation and process eviction of residency when warranted.
• Explain Specialized Real Estate Group and/or property specific policies and procedures to residents, including but not limited to lease agreement, addendums, and billing procedures.

3. Business Development

• Contribute to the responsibility of sales and community dynamics.
• Conduct tours to work towards and maintain 100% property occupancy when other team members are not available.
• Lead tours for investors, owners, and prospective corporate clients when PM is not available
• Engage in the larger community of the market by attending events and networking with local start-ups and organizations.
• Manage and maintain relationships with vendors and other property management professionals in the market.

4. Property Management

• Make recommendations to PM on any repairs, maintenance, or updates required on your property(ies)
• Analyze tickets by area to identify and resolve issues presented, i.e. insufficient cleaning staff, repeating IT-related failures for printer, malfunctioning audio or fitness room equipment, etc.
• Set priorities using ticket data and clearly communicate adjustments to the team.
• Produce comprehensive quality control reports that allow all stakeholders to improve the resident experience.
• Review all property documents to ensure the data is updated and accurate.
• Supervise move-ins and move-outs for a quality experience.
• Review daily reports and work with the PM to finalize weekly and monthly reports that outline community and sales progress.
• Expense management for the property(ies)
• Contribute to capital improvement planning and execution of projects as needed.
• Know and be able to implement member safety plans, i.e. fire and emergency plans.
• Manage financials property(ies) and directly manage P&Ls - resident growth, occupancy, revenue & margins.
• Responsible for monthly reports of property as it relates to team performance, property health, revenue, and expenses.
• Assist Portfolio Manager (PM) in maintaining all operational community information: vendor contacts, employee rosters, budgets, marketing strategy, etc. on a weekly and monthly basis.

5. Personnel Management

• Manage teams across multiple properties to reach sales goals and execute on their objectives as an individual and a team.
• Lead professional development within the team
• Perform monthly one-on-one meetings to track individual performance.
• Oversee and keep the team up to date with process changes.
• Oversee team including performance management reviews.
• Serve as a supplemental point of contact between the PM, SREG HQ, and the on-site teams.
• Participate in Specialized Real Estate Group training as required.
• Assist PM and on-site team members who are the voice of the local market internally and partner with key functions such as sales marketing, finance, HR, development, and communications to grow the Specialized Real Estate Group culture at the property.
• Assist with hiring roles for the property teams.
• Responsible for rolling out initiatives, processes, and strategy to further meet our goals and objectives
• Act as an additional resource to on-site team members, providing an extra layer of mentorship and assistance alongside PM.
• Equal parts support and leadership for on-site team members.

6. Perform any other related duties as required or assigned.

ABOUT SPECIALIZED REAL ESTATE GROUP
We cultivate healthy spaces that inspire people to connect with neighbors and nature.
Our work has been recognized at the highest level by the Urban Land Institute and US Green Building Council, and we were named the 2018 Developer of the Year by the Fayetteville Chamber of Commerce. You can find out more about our company and our commitment to build healthy places and connect neighbors on our website: specializedreg.com

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 4 years related experience and/or training, and 12 to 18 months related management experience, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization. ability to read, analyze, and understand general business/company related articles and professional journals; ability to speak effectively before groups of customers or employees.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

SOFTWARE SKILLS REQUIRED

Basic: Accounting, Contact Management, Database, Programming Languages, Spreadsheet, Word Processing/Typing

SUPERVISION RECEIVED

Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

MENTAL DEMAND

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

RESPONSIBILITY FOR WORK OF OTHERS

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities may include but not limited to interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

Supervises a small group (1-3) of employees in the same or lower classification. Assigns and checks work; assists and instructs as required, but performs same work as those supervised, or closely related work, most of the time. Content of the work supervised is of a non-technical nature and does not vary in complexity to any great degree.

Supervises the following departments: Not indicated.

ACCURACY

Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.

ACCOUNTABILITY

FREEDOM TO ACT

Generally controlled. General processes covered by established policies and standards with supervisory oversight.

PUBLIC CONTACT

Regular contacts with patrons where the contacts are initiated by the employee. Involves both furnishing and obtaining information and, also, attempting to influence the decisions of those persons contacted. Contacts of considerable importance and of such nature, that failure to exercise proper judgment may result in important tangible or intangible losses to the organization.

EMPLOYEE CONTACT

Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)

WORKING CONDITIONS

Somewhat disagreeable working conditions. Continuously exposed to one or two elements such as noise, intermittent standing, walking, pushing, carrying, or lifting. May involve some travel and/or work is at times, in the evening or during the night hours.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the functions of this job, the employee is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, outdoor weather conditions. The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities 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 and expectations.

Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which are not as varied as those positions with high-level diversity and decision-making.

While performing the functions of this job, the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, talk or hear; and frequently required to sit, climb or balance, stoop, kneel, crouch, or crawl; occasionally required to taste or smell. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; distance vision; color vision; peripheral vision; depth perception; and ability to adjust focus.

ADDITIONAL INFORMATION

Routine, local travel is required to attend training classes, client visits, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position. Overnight travel may be required to attend company functions, training, property visits, and other situations necessary for the accomplishment of special projects that may be assigned from time to time.

Required Qualifications

High School diploma or equivalent

Customer service and sales experience

Property management and business operations experience

Professional written and verbal communication skills

Exceptional ability to grow and develop teams and talent of direct reports to be self-sufficient

Exceptional organizational and multitasking skills

Demonstrated integrity, dependability, responsibility, accountability, self-awareness, work ethic, and empathy.

Ability to meet strict deadlines and prioritize assigned projects and tasks accordingly

Ability to utilize analytical skills, attention to detail and a strong work ethic

Ability to problem solve and think outside-of-the-box

Ability to be influential, self-motivated, and self-managed

Ability to provide customer service focused deliverables (i.e. generating accurate and timely results and effectively communicating to team members, co-workers, and management)

Ability to embody the Specialized Real Estate Group Culture and Core Values every day

Preferred Qualifications

College graduate with a four-year degree or higher

Cold-call/outreach experience

Understanding and experience managing a team of more than two people