Apartment Assistant Community Manager

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Job description

Assistant Manager Primary Responsibility:

Primary Responsibility:

The Assistant Manager is a customer service specialist who is primarily responsible for collecting and posting rent, initiating follow-up actions on all delinquent residents through final disposition, processing purchase orders and invoices, and other duties as assigned by the Community Manager. These tasks could include leasing, marketing, accounting functions, maintenance oversight, resident relations, and management reporting under the direction of the Community Manager. The Assistant Manager should be fully capable of conducting the business operations of the Community in the absence of the Community Manager.

Requirements: 6-12 months of experienced with Leasing and Management of Multifamily Apartment Communities.

Specific Duties and Responsibilities:

A. Accounts Receivable

1. Accept and accurately post rent and other payments in Yardi.

2. Ensure residents are correctly set up to use online, electronic and WIPS payment

3. Address late rent payments by closely following IPM policy, including, but not limited to, distributing late notices, and making personal calls and visits to delinquent residents to collect the rent or to determine the date payment will be received.

4. Make bank deposits daily.

5. Inform residents of NSF checks within 24 hours of notification from accounting. Post and follow-up on NSF checks within 48 hours of notice

6. File evictions and dispossessory warrants in compliance with local statutes and company policy. Manage the eviction process inclusive of attending court dates.

7. Walk all units within 24 hours of confirmed move out date. Perform move out inspection in Yardi.

8. Turn over bad debts for collection and or process SURE deposit within 72 hours of move out. Obtain monthly collection reports and monitor to ensure maximum collections.

9. Prepare month-end accounting reports as per Owner's requirements and Company procedures.

B. Business/Financial Responsibilities

1. Ensure purchase order policy and procedure is utilized and followed at all times. Including but not limited to monthly statement reconciliation, clearing PO exceptions, and monitoring for PO approvals.

2. Process invoices for payment after approval, and as directed, by the Community Manager.

3. Manage/monitor the vendor process to ensure all vendors are utilizing vendor cafe and approved via vendor shield.

4. Weekly review of budget comparison to identify any budget variances, missing invoices, correct contract service accruals as necessary.

5. Respond to all accounting inquiries timely and assist accounting in monthly close out.

6. Process SODA's (Statement of Deposit Account) and submit to Regional Manager within three business days of move-out.

C. General Duties

1. Utilize the property management software (Yardi) to post rent, and to produce accurate and timely AME reporting.

2. Answer telephone with appropriate Integral greeting established in Standardization Guide.

3. Aide in leasing activities and resident relations.

4. Assist in the implementation of the monthly Renewal/Resident Retention Program.

5. Perform pre-inspection walk with Service Manager 45 days prior to scheduled move out date.

6. Comply with Company policies and procedures.

7. Checks move-outs and support the turnkey process. Initiate the make ready dashboard in Yardi on a newly vacant unit within 24 hours of moveout.

8. Assist the Community Manager and/or the Leasing Manager by monitoring the leasing team to ensure the leasing activity reports are being accurately completed in a timely manner.

9. Complete the Utility Log and monitor usage.

10. Enter service requests in Yardi as received.

11. Serve as back up to Community Manager inclusive of reviewing reporting, daily opening office, rise and shine check list, checking voicemail, email. Should be able to assume the role of Community Manager in their absence.

Experience/Qualifications:

A. Previous Work Experience

1. Two years' experience in the multi-family apartment industry.

2. Experience in dealing with customers or the public.

3. Previous leasing/customer service experience helpful.

4. Previous collection experience helpful.

5. Previous management experience helpful.

B. Education/Training

1. High School Diploma or GED.

2. Business school, college, marketing or other accredited courses in sales and marketing preferred.

3. Proficient in MS Office Suite.

4. Yardi experience a plus.

C. Communication/Skills/Schedules

1. High energy with a positive attitude, and people oriented.

2. Customer service attitude and approach.

3. Proven leadership capabilities.

4. Energetic, enthusiastic, and creative.

5. Social media knowledge a plus.

6. Able to work with and understand people of all ethnic and educational backgrounds.

7. Able to communicate clearly and effectively (by telephone and written correspondence).

8. Must have a professional demeanor and image. Must be a team player with a pleasant disposition.

9. Personal grooming, dress, and appearances in keeping with normal expectations for office professionals.

10. Can assist Community Manager in all duties which he/she may be assigned, which may include flex hours outside of published office hours.

D. Continuing Education

1. Successful completion of all in-house training programs related to the service level as defined in the IPM Management Service Policies and Procedures manual.

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