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Assistant Site Manager-Part Time

Property:  Highland View
Location:  Elgin, OR
Position Type:  Apartment Community (Office)

Overall Position Objective

  • Lease Apartments
  • Maintain Occupancy Minimum of 95%
  • Oversee and Adhere to the Annual Budget
  • Work with Co-Workers and Residents to ensure smooth operation of the property

Proficiency Standards

  • Integrity - Acts ethically, maintaining a commitment to honesty and truth in all facets of behavior that builds the trust of others
  • Work Ethic - Delivers accurate, timely and consistent results, striving to surpass expectations while understanding the need to balance short-term sacrifice for long term gain.
  • Team Work – Ensure all team members are valued, treated with respect and encouraged to constantly improve
  • Agility – Resourcefully respond to changes always maintaining flexibility and courage

Performance Expectations

  • Property Management
    • Tour & Lease apartments to prospective residents
    • Walk apartments and grounds daily to ensure quality control
    • Unit Inspections – Move In, Pre Move Out, Move Out, Rent Ready and Periodic Inspections
      • Follow up on inspection findings promptly
    • Develop marketing strategies to generate traffic, maximize rents and retain quality residents
    • Shop competitive apartment communities and compile a market survey
    • Follow up with prospective tenants
    • Process evictions according to company and legal regulations
    • Supervise all site staff, property activities and daily operations
    • Monitor and coordinate repairs and resident service requests
    • Support maintenance staff as needed
    • Communicate with prospective and current residents, staff personnel, supervisors, owners, etc
    • Work with supervisor on staff reviews, corrective actions, disciplinary issues
    • Attend training classes and/or seminars per the request of the Regional Property Manager
  • Accounting
    • Minimize vacancy, delinquency, bad debts and any other rent related losses
    • Collect rent and post into Yardi daily and complete timely bank deposits
    • Work Accounts Receivable schedule to ensure rents, security deposits, tenant charges are being paid in a timely fashion
    • Maintain Petty Cash
      • Reconcile and submit for reimbursement at least monthly to Accounts Payable
    • Purchase supplies and maintain office equipment
    • Coordinate Vendors/Contractors
      • Obtain W-9 and COLs and submit to Accounts Payable
  • Compliance
    • Maintain computer data in Yardi
      • Post Rents
      • Process rents for deposit
      • Compare MINC to Yardi Project Worksheets to ensure accuracy
    • Work with Compliance Department to implement effective lease renewal and/or recertification program to include preparation of all paperwork, maintaining compliance with company and government procedures
      • Lease Up
      • Move In Certification
      • Annual/Recertification
      • Move Out File
    • Maintain awareness of property performance goals and progress towards those goals, including occupancy and leasing
    • Issue required violation notices when appropriate and follow up until completion
    • Adhere to all Fair Housing Laws and refrain from any illegal discrimination practices
    • Resolve resident issues/problems/complaints in a timely and professional manner
    • Provide excellent customer service/relations with residents, staff and vendors
    • Prepare weekly, monthly and quarterly reports on a timely basis
      • Work up tenant move in files
      • Scan signed certifications to Compliance
      • Mail original leases/certifications to Compliance within 5 days
      • Mail completed move out files within 14 days
    • Prepare for Audits and Inspections
    • Maintain waiting lists as outlined by funding agency
  • Other duties as assigned by the Regional Property Manager or as requested by Management Staff

Specific Job Skills & Physical Requirements

  • General knowledge of tax credit, RD, and/or HUD procedures and paperwork for your property
  • Strong level of customer service, attention to detail, organized, and follow through to completion
  • Ability to handle a high volume of work and meet weekly & monthly goals and expectations
  • Strong marketing ability and ideas
  • Must be able to work in a fast paced environment with a positive attitude
  • Must be able to create a positive work environment
  • Ability to deal with adverse situations is a must
  • Ability to operate standard office equipment
  • Ability to stand, walk, or sit for long periods of time
  • Ability to walk the property on a daily basis
  • Ability to climb stairs
  • Ability to remain calm in stressful situations
  • Continuous contact with residents and potential residents, vendors and co-workers
  • Work may be performed in any and all weather conditions
  • Evening and/or weekend work and overtime if applicable may be required
  • Ability to communicate effectively in person, writing and by telephone
  • Ability to lift, pull, push and bend and carry 20 lbs
  • Must be able to travel for training as needed

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