Assistant Manager Duties
Experience in Property Management is required.
Assistants:
- Ensure leasing agent is following through on daily, weekly and monthly tasks.
- Greet prospects and qualify by covering all criteria (asking questions; utilizing guest cards etc.)
- Immediately record all telephone and in-person visits on appropriate reports.
- File your own guest cards and maintain them according to established company procedures.
- Inspects models and available “market ready” units. Communicate maintenance/cleaning needs to Property Manager.
- Tours community and apartment/model while applying product knowledge to clients’ needs by communicating the features and benefits: CLOSE THE SALE!
- Have prospects complete application and secure deposit in accordance with the company procedures and Fair Housing requirements
- Update vacancy sheet, process application for approvals. (i.e., credit check, rental history, etc.) Submit processed application to the Property Manager for approval. Follow up with the applicant regarding status.
- Ensure apartment is ready for residents to move-in on agreed date.
- Immediately follow-up on prospects that did not close and attempt to close sale again. If unable to help prospects, refer them to our sister communities and try to meet prospects’ needs.
- Secure new residents’ signatures on appropriate paperwork prior to moving in. Establish new residents in the community by touring their unit, the property and amenities.
- Assist in monitoring renewals. Distribute and follow-up on renewal notices.
- Monitor advertising effectiveness. Gather information about market competition in the area and share with Property Manager
- Shop two competitive properties every month.
- Always represent the company in a professional manner.
Administrative:
- Accept rental payments and put in proper rent collection bag for Property Manager to enter into AppFolio.
- Type leases, lease renewals, complete appropriate paperwork and input information in AppFolio accurately and in a timely manner. Review with the Property Manager prior to obtaining signatures.
- Maintain current resident files.
- Maintain and record daily inspections for the community.
- Distribute all company or community issued notices.
- Maintain accurate monthly commission records on lease renewals for bonus purposes.
- Assist management team with other various tasks as required
- Consistently implement policies of the community.
- Pull credit reports through AppFolio type and post notices as necessary to residents, with approval from Property Manager.
- Coaching leasing agents when needed
Resident Retention
- Receive all telephone calls and in-person visits. Listen to resident requests, concerns and comments, respond appropriately or pass them on to the Property Manager as needed.
- Quickly complete maintenance service request and inform the maintenance team by entering AppFolio and printing request. Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.
- Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests daily.
- Maintain open communication with Property Manager, Leasing Agent and Maintenance Supervisor.
- Contribute to cleanliness and curb appeal of the community on a continuing basis ensuring all signs, banners etc. are neat and in good repair.
- Assist in planning resident functions. Attend functions and participate as host for any functions as directed by the Property Manager.
- Neighborhood Marketing
- Advise residents of referral concessions (if permitted).
- Assist in placing, removing/updating banners, balloons, bandit signs, flags, etc.
- Distribute newsletters, pamphlets, flyers, etc.
- Conduct market surveys and shop competitive communities.
Essential Job Functions:
- Be available for calls from the weekend Leasing Agent and respond to emergencies as needed. Report to the Property Manager if more assistance is needed.
- Demonstrate an ability to support and contribute to community team.
- Demonstrate strong oral and written communication skills.
- Operate telephone, personal computer/keyboard, Microsoft Office including Word and MS Outlook, community software
- Must possess a positive attitude and the ability to smile under all circumstances.
- Participate in training to comply with new or existing laws.
- Ability to work a flexible schedule, including evenings and weekends.
- Neat, clean, professional always throughout the workday and/or whenever present at the community.
- Comply with expectations as demonstrated in the employee handbook.
- Demonstrate ability to diffuse and respond to resident concerns to avoid escalation of the problem.
Core Values:
To achieve success, the MDI LLC team must embrace certain core principles and values.
- A commitment to innovation and excellence!
- Honesty
- Integrity
- Dependable
- Enthusiasm
- Optimistic
- Professionalism
- Drive
Safety Responsibilities:
- Learn and ensure compliance with all company, local, state and federal safety rules.
- Ensures that unsafe conditions are corrected in a timely manner and reported to Property Manager.
Additional Requirements:
- Attendance is an imperative job function.
- Employees must comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or writing) to employees.
Duties:
Daily:
- Update vacancy sheet daily
- Assist leasing agents in posting to craigslist, ensuring daily posts are being done.
- Accepting rents as needed and doing deposit
- Final accounting good to mails
- PGE and Northwest Natural gas billing
- Ensuring leasing agent is using time appropriately
- Check voice mails and return calls
- Call back completed work orders to ensure they are completed and satisfactory
Weekly:
- Vacancy walks
- Lease renewals
- Verify appropriate cleaning of the club house/bathrooms/kitchen is being done
Monthly:
- Newsletters
- Lease renewal worksheets
- Market surveys
- Verify advertising is correct and up to date
- Credit Letters
MDI Management provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.