Assistant Property Manager (Multi-site)

Job Summary

Holland is seeking an experienced, collaborative, customer-service focused professional to join our property management team at our multi-site community, located at Orenco Station in beautiful Hillsboro, Oregon. The Assistant Property Manager is responsible for assisting the Property Manager with the day-to-day operations of an assigned property and the management of team members and resources to ensure the property functions and goals are met in accordance with Holland Partner Group’s Core Values.

Essential Job Functions

• Provide support as needed to the Property Manager.
• Assume responsibility of supervising staff and assist the Regional Property Manager with managing the assigned property in the absence of the Property Manager.
• Meet and greet all prospects, visitors, and residents of the property and provide customer support.
• Clearly and confidently explain lease agreements, policies, and addenda to new and current residents.
• Remain current on accurate knowledge of assigned property information including pricing, availability, unit floor plans, and amenities.
• Ensure staff is motivated and functions as an effective team to provide a superior level of customer service.
• Assist in developing various leasing programs and ensure program success through participation and review.
• Co-conduct community, staff, and safety meetings and attend management meetings as directed.
• Regularly inspect and assess the property grounds, common areas, models, vacant units, and office area of assigned property and offer recommendations regarding compliance and needed improvements.
• Interview prospective residents to determine if the property meets the needs of the guest and qualifies the guest for tenancy.
• Maintains contact with prospective residents via phone, e-mail, thank you note, etc. until a lease has been executed within the property or elsewhere.
• Maintain proper inventory of supplies sufficient for providing service and maintaining operations in the administrative office. Purchase supplies as needed, using a standard purchase order system if required.
• Maintain accurate documentation of all leasing activity including, but not limited to, phone calls, guest visits, new leases, and lease renewals. Enter all activity into property management software on a daily basis.
• Collect security deposits, rents, and all other funds associated with leasing. Document each transaction properly in the property management software system.
• Perform daily deposit of funds collected into assigned property’s bank account.
• Report and record all delinquent rents and post late notices to residents as required. Remain up-to-date on all state laws regarding non-payment and delinquent accounts.
• Handle all resident issues in a timely manner, providing proper documentation, and informing Property Manager and Regional Manager as needed.
• Input daily all administrative, financial, and maintenance activity for assigned property.
• Maintain resident files according to Holland Residential Standard Operating Procedures.
• Assist Property Manager in the completion of various daily, weekly, and monthly reports in a timely and accurate manner. Weekly reports must be completed, accurate, and sent each Sunday by the end of the day.
• Process accounts payable in a consistent and timely manner with approval of Property Manager.
• Follow guidelines of Property operating budget.
• Assist in the overall marketing and promotional efforts, including all on-line and in-print ads, signage, mailings, and other distributions as required.
• Monitor closing ratios of Sales Associates to ensure requirements are met and recommend additional training of Sales Associates as necessary.
• Assist sales staff with resident retention and lease renewal programs.
• Maintain the lease expiration schedule to ensure occupancy levels are maintained according to company guidelines.
• Maintain current market studies and stay apprised of new communities, specials, and promotions in the area.
• Maintain a positive relationship with all Administrative and Maintenance staff to ensure excellent inside customer service, teamwork, and accountability.
• Attend and monitor various community recreational and social activities.
• Attend and participate in training programs as required.
• Maintain confidentiality of sensitive documents and information regarding both resident’s personal information and confidential information regarding Holland Residential
• Ensure compliance with Holland Residential policies and procedures.
• Understand and consistently apply principles of Fair Housing.
• Responsible for understanding and applying Landlord-Tenant laws
• Represent Holland Partner Group in a professional manner at all times.
• Perform all other duties as directed and assist the overall team effort.
  
  

Job Requirements

Education: High School Diploma or equivalent is required. A college degree or related coursework is preferred.

Experience: Multi-family leasing experience is required. One to two years of previous experience in residential or commercial property management is required. Two to three years of customer service experience is required. Sales experience is desirable.

Knowledge, Skills And Abilities Required

• Excellent communications, organization and leadership abilities.
• Familiarity with on-site software systems, Yardi preferred.
• Proficiency in Microsoft Word, Excel and Outlook.
• Basic office organizational skills: filing, supplies inventory and ordering, mailing/shipping, office equipment upkeep/contract maintenance.
• Strong diplomacy and crisis diffusion skills.
• Ability to deal well with people.
• Strong verbal and written communication skills
• Ability to prioritize and perform multiple tasks in a fast-paced environment.
• Strong customer service orientation.
• Ability to accurately perform basic to intermediate mathematical functions.
• Ability to understand and clearly explain legal documents.
  
  

Attendance: Position requires ability to work any of the seven days of the week, 52 weeks of the year. Due to property staffing limitations, it is extremely critical that individuals be able to work their scheduled hours plus any other hours necessary to complete the job. Position requires the ability to serve on-call, as scheduled or necessary.

This Position Also Requires

• Real Estate Broker/Salesperson license registered to Holland Residential, LLC's broker of record may be required.
• Ability to lift or move up to 20 pounds.
• Hearing and visual ability to observe and detect signs of emergency situations.
• Fluency in English both verbally and non-verbally.
  
  

Benefits: Holland is proud to offer a competitive and comprehensive benefits package, with enrollment eligibility beginning first day of the month following date of hire, that includes health care benefits (Medical, Dental, Vision, HSA, FSA), income replacement (Long-term Disability) and retirement savings through our 401(k), including employer match. Supplemental benefits are also available (Accident, Hospital Indemnity, Critical Illness, Short-term Disability, Commuter FSA) and we are proud to offer our Employee Assistance Program (EAP) and Tuition Reimbursement. We offer Paid Time Off (PTO) and state mandated Paid Sick Leave, paid holidays, the opportunity for our employees to get involved in their communities using Volunteer Time Off (VTO), and a generous Sabbatical after every 5 years of service. There are also opportunities to share in the success of the company through our profit share programs. Housing discounts may be available dependent on the property, ownership approval, and unit availability.

If interested, you can search for specific or similar opportunities on Holland's Careers Page and apply to the job posting with an accurate resume for consideration.