Property Management Assistant

Property Management Assistant

PURPOSE

• To provide support to the Resident Manager and tenants at CHIP Apartment Communities.
• To consistently adhere to all regulations and maintain compliance for property.

Job Functions

Essential Responsibilities & Duties:

Under the guidance of the Resident Manager:

General Property & Office Management

• Schedule work hours during normal business hours, generally M-F between 8:00 a.m.- 4:30 p.m. with some flexibility as needed to accommodate tenant scheduling needs.
• Maintain regularly scheduled office hours, assuming primary responsibility for answering phones and returning phone calls, responding to email inquiries, answering office door, and handling walk-in inquiries from tenants or applicants.
• Assist with maintaining tenant files and related documents in well-organized orderly condition.
• Receive and process Community Interest Forms, including date and time stamping and entering in property management software (Yardi).
• Enter work orders submitted by residents on paper into Yardi and close any work orders that do not include tenant charges.
• Primarily responsible for delivery/posting notices, receipts, flyers, etc. to residents’ doors.
• Assist the Resident Manager with receiving, documenting, and appropriately responding to all requests for maintenance, complaints, and problem situations.
• Other duties as assigned by the Resident Manager or Regional Manager.I
• In the case of Resident Manager’s extended absence:

o receive and process applications for tenancy following applicable funding source(s), perform move in inspections, and maintain and regularly update waiting lists.

o perform initial occupancy orientation with all new residents, especially regarding House Rules.

o receive notices from and inform departing residents of their rights and responsibilities upon termination of tenancy.

o save notices from Housing Authority regarding Tenant Based Vouchers into tenant folder on the P drive and enter updated scheduled charges for rent and subsidy into Yardi software.

• Recertifications & Compliance

• Become knowledgeable in regulations of property funding programs (i.e., MHP, HOME & HUD 811) and strictly adhere to regulations and deadlines.
• Become knowledgeable in Fair Housing regulations and procedures and strictly adhere to them.
• Complete annual re-certification and inspection procedures for all MHP & HOME units according to established protocols, including issuing notices (120, 90, and 60 days), scheduling in-person appointments with tenants outside of office hours to complete recertification packets, sending completed recertifications to US Housing Consultants for review, and correcting as-needed for final approval.
• Use Outlook calendar to schedule recertification appointments and share Outlook calendar with Resident Manager (& Regional Manager upon request).
• Organize and file recertification paperwork as completed

REQUIRED KNOWLEDGE AND SKILLS

• Strong verbal and written communication skills in English.Must become Tax Credit certified within 6 months of hire. (Agency pays for certification.)
• Able to operate Windows-based computer programs, including Microsoft Office & Outlook.
• Capable of utilizing property management software (after being trained).
• Courteous, tactful, diplomatic, and appropriate in interactions with coworkers, tenants, and vendors, demonstrating acceptance of cultural diversity and low-income families' economic and social situations.
• Must be well organized, take initiative, and able to work with minimal supervision to prioritize, juggle, and complete tasks in a timely manner.
• Able to do creative thinking, problem-solving, and conflict resolution as an individual or as part of a team.
• Ability and willingness to follow direction from the Resident Manager and Regional Manager, complete assigned tasks accurately and timely, respond professionally to feedback and guidance, maintain a positive and cooperative demeanor, and take initiative to assist with property operations as needed.
• Able to understand and follow Fair Housing laws.
• Able and willing to comply with policies regarding tenant confidentiality.
• Appropriately and professionally represent the company to potential applicants and the general public.

QUALIFICATIONS AND EDUCATION

• High school education or equivalent.
• Must have a reliable vehicle, a valid California Driver's license, and be insurable under the criteria established by CHIP’s general liability carrier. Must provide current proof of insurance at the levels specified by the CHIP travel policy.
• Become knowledgeable in regulations of property funding programs (i.e., MHP, HOME & HUD 811) and strictly adhere to regulations and deadlines.
• Become knowledgeable in Fair Housing regulations and procedures and strictly adhere to them.
• Complete annual re-certification and inspection procedures for all MHP & HOME units according to established protocols, including issuing notices (1

PHYSICAL REQUIREMENTS

Reasonable accommodations as required by the Americans with Disabilities Act (ADA) will be made available, as necessary. Requires successful completion of a conditional offer physical examination conducted by Enloe Occupational Health Center.

DEPARTMENT: Property Management

REPORTS TO: Resident Manager

TYPE OF POSITION: Temporary full time, Non-Exempt

SALARY: $20.00 – 21.00 per hour DOE

Employment with CHIP is at will for the employee and the employer. CHIP is an equal opportunity employer.