Assistant Property Manager

Department: Asset Management  

Reports To: Property Manager 

Summary 

Assist in managing the day-to day operation of assigned property in accordance with established regulations and guidelines.  Rent properties, collect and record rent and other charges, and process evictions.  Receive requests for repairs, generate and close work orders.  Prepare reports of activities and fiscal status.  Assist and encourage residents to become self-sufficient by referring to programs directed toward self-sufficiency.  Coordinate maintenance through the use of onsite maintenance personnel or contractors.  Conduct inspections to ensure compliance with all applicable rules and regulations, and to assure that all equipment is in proper working order and that vacant apartments are ready for occupancy.   

Essential Job Functions 

• Assist in preparing, maintaining, and updating financial and other records, including collections of rent and other charges and budget  
• Collect rent and other charges from residents and enter corresponding data into computer system 
• Process requests for rent adjustments in accordance with established procedures, including obtaining verifications, entering information into computer, etc. 
• Post charges associated with work order, late charges, etc. by entering them in computer and generating notices for residents 
• Follow-up delinquent accounts and pursue collections in accordance with established procedures 
• Prepare reports in accordance with established procedures 
• Monitor expenses to ensure spending is within guidelines 
• Maintain tenant files and related documentation regarding continuing eligibility and adjustments 
• Assist in maintaining required occupancy level by leasing property in a timely manner, making appropriate adjustments, addressing resident concerns in a professional manner, enforcing property rules, lease requirements, and maintaining associated records 
• Communicate with residents as needed to inform of policies, procedures, rules, and regulations 
• Lease units by showing property, reviewing and signing lease, collecting deposits, etc. 
• Establish and maintain a waiting list of applicants 
• Assist in coordinating vacancy preparation in order to minimize time units are vacant 
• Ensure that properties and grounds are maintained properly by onsite maintenance personnel or contractors 
• Generate work orders in response to requests for repairs from residents, and close out work orders in accordance with established procedures 
• Conduct property inspections, including move-in, move-out, housekeeping, and grounds in order to assure adherence to established standards 
• Maintain records of the status of assigned units, e.g. filled, vacant, anticipated vacancy, etc. 
• Assist with security activities on assigned properties by communicating with security personnel regarding specific problems, and participating in ‘knock and talk’, as needed 
• Respond to after hours emergencies on nights, weekends, and holidays 
• Assist residents with special problems and promote amicable tenant relations 
• Counsel resident who are not complying with the terms of the lease, and concerning delinquent payments 
• Refer residents with special problems, such as economic, social, legal, health, etc. to groups or agencies that provide assistance, or to resident initiatives coordinator, as appropriate 
• Maintain liaison with resident initiative coordinator to assist with resident activities, address specific problems, plan meetings, or support activities as appropriate 
• Resolve conflict and complaints among residents, if possible, in order to avoid grievances 
• Recommend eviction if resident behavior warrants, and prepare related documentation to support recommendation 
• Participate in hearings and appeals, as needed 

Knowledge, Skills, and Abilities 

• Knowledge of Authority policies and procedures, particularly as they pertain to property management 
• Knowledge of Department of Housing and Urban Development (HUD) rules and regulations that apply to property management 
• Knowledge of laws and standards that apply to property management, such as Fair Housing Laws, Florida Real Estate Landlord Tenant Law, OSHA Standards, Local and State Building Codes
• Knowledge of basic building maintenance and fire prevention liability reduction principles 
• Knowledge of basic office practices, procedures, and equipment 
• Knowledge of the operation of authority computer system and software 
• Knowledge of Excel, Word, and Outlook computer software 
• Knowledge of the agencies that provide assistance and services to residents, including some knowledge of eligibility requirements 
• Knowledge of English, including spelling, usage, and grammar sufficient to produce oral and written communication that is clear, concise, cogent and structured according to standard business practice 
• Knowledge of mathematics sufficient to perform calculations required for summarizing rent collections, making deposits, and for rent adjustments 
• Ability to maintain required records such as tenant files, vacancy reports, etc. 
• Ability to read and understand policies and guidelines  
• Ability to prepare clear concise reports and make appropriate recommendations within scope of responsibility 
• Ability to use basic office equipment such as telephone, fax, copier, computer, and computer software 
• Ability to fill in for Property Manager as needed 
• Ability to communicate verbally and in writing 
• Ability to lift over 20 pounds 
• Ability to generate records, receipts, and reports efficiently using a calculator and the computer system 
• Ability to establish and maintain effective work relationships with peers, superiors, residents, community service agencies, and the public 
• Ability to work in a dynamic environment that requires the incumbent to be sensitive to change and responsive to changing goals, priorities, and needs. 

Minimum Qualifications 

• Requires an Associate’s Degree Public Administration, Social Work, Social Services or closely related major. 
• Requires four (4) years of progressively responsible experience in Public Housing, Property Management or related field; or possession of any equivalent combination of education, and training which provides the requisite knowledge, skills, and abilities. 

Other: Valid Florida Driver’s License Insurable under the agency’s insurance policy 

This job description should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job classification established by THA.  All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.