Within established management operating and fiscal policy, the Assistant Manager assists the Property Manager in managing the day-to-day activities of operating and maintaining facilities and equipment in housing projects designed to provide low-income families, seniors, special users, or other eligible individuals with furnished or unfurnished housing in single or multi-unit dwellings by performing the following duties.
Essential Duties & Responsibilities
Under general supervision of Manager:
- Orders office supplies.
- Schedules maintenance repairs, generates and files completed work orders and follows-up, as appropriate.
- Assists in resident move-in/out procedures and unit inspections.
- Maintains wait list and processes applications in conformance with compliance regulations and EHMI policies; explains entire move in procedures.
- Collects rent and accounts for monies collected; performs daily bank deposits, as needed.
- Answers telephone and handle office interactions in a friendly, courteous and sincere manner.
- Sorts and distributes inner office mail.
- Prepares recertifications of residents by interviewing residents, obtaining appropriate documentation and completing worksheets. Submits worksheets to manager and Property Supervisor for approval.
- Compiles and maintains accurate written records of residents (e.g. Emergency Information, Incident Reports, etc.). Maintains resident files in a neat and orderly manner according to EHMI standard policies.
- Refers applicants to alternative housing if all available units are occupied or if the Wait List is closed.
- Ensures consistent application of project rules and regulations.
- Ensures consistent application of Program (HUD, CHFA, RHCP, TCAC, etc.) rules and regulations.
- Prepares Project Status Reports (PSR’s).
- Maintains a clean and well-organized office.
- Maintains a businesslike and professional appearance.
- Promotes harmonious relations among residents, housing personnel and persons of the community. Demonstrates enthusiasm and stamina for housing project and position. Represents project in business related matters to the residents and to the community at large. Sensitive to the housing philosophies of the owner/sponsor.
- Maintains congenial relationships with all residents, is understanding of and sensitive to cultural background, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity requirements.
- Exercises common sense, good judgement, consistency and self-control in day-to-day contact with residents and in other business-related matters.
- Demonstrates company loyalty and integrity in all financial matters, in reports to supervisors and other management personnel, in relationships with residents and co-workers.
EDUCATION and/or EXPERIENCE
- High school diploma or general education degree (GED)
- AND 6 months clerical/office experience or other related experience and/or training.
PREFERRED SKILLS and/or ABILITIES
- At least 6 month’s clerical experience.
- Type professionally and accurately at a minimum of 40 wpm.
- Previous experience in property management a plus
- General understanding of preventive and ongoing apartment maintenance
- Computer literacy - PC hardware, YARDI software a plus.
- Proficient in word-processing and spreadsheet software (Word, Excel, Outlook).
- Self-starter, flexible, detail-oriented and well organized.
- Ability to work independently and in a team environment.
- Experience working with diverse groups, i.e., staff, residents, outside contacts.
- Commitment to the companies’ goals and philosophy.
CERTIFICATES, LICENSES, REGISTRATIONS:
Must have reliable automobile transportation and a valid California Driver’s License and insurance.
LANGUAGE, MATH & REASONING SKILLS
Ability to read and interpret documents such as safety rules, governmental regulations, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of residents or employees of organization. Desirable second language skills may vary site by site. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to solve financial, maintenance and resident problems logically and creatively and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to recognize appropriate time to refer residents to Manager or Service Coordinator. Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.