Description :
Job Scope
The Assistant Community Manager assists the Community Manager in the successful site management of the apartment community providing the necessary leadership, guidance and motivation to ensure a positive working environment and quality community living. The Assistant Community Manager is responsible for administering the day-to-day leasing office operations and is responsible for overseeing all computer input of the apartment community. The Assistant Community Manager directs the leasing staff, and works with the Community Manager to recommend marketing and leasing strategies designed to meet the goals of Shea Properties.
The Assistant Community Manager, as with all members of the Shea Properties Team, is expected to conduct himself/herself in a manner, which demonstrates initiative, professionalism, personal awareness, integrity, and exercises confidentiality in the appropriate areas of his/her performance. The Assistant Community Manager s hares in the Shea Properties Commitment of our Vision, Mission, Values, and First Class Service Standards, and consistently performs all functions in a fashion that inspires and motivates others to actively pursue them.
Job Duties
· In conjunction with the Community Manager, supervises the input of all data into designated property management software and processing of related reports.
· Reviews and approves move out statements (SODA), ensuring all statements are completed timely in accordance with state law and that all charges are necessary and accurate as outlined in Shea Properties policies.
· Reviews and approves resident rental applications for move-ins in a fair and consistent manner in accordance with Fair Housing requirements and Shea Business Properties' policies and procedures.
· Assists in negotiation of rent increases and lease renewals with residents and supports the Community Manager in the execution of all necessary documents to implement all approved rental increases.
· In conjunction with the Community Manager, coordinates with Leasing and Maintenance staff a calendar of scheduled move-ins, ensuring all move-in appointments are completed and all apartments are inspected prior to move-in.
· Maintains all residents and vendor files, ensuring completeness and accuracy of all paperwork and documentation.
· Under the direction of the Community Manager, ensures the preparation and delivery of all legal and formal notices, including Three Day or 30 Covenant to Quit, Rent Increase Notices, Late Charge Notices, and Notices of Violation of Community Rules and Regulations, in accordance to California Civil Code and Shea Properties policy and procedure.
· Ensures the maintenance of all account records and transactions including NSF's, Rent Allowances, Concessions, Rent Increases, Utility Billing Collection, and other management approved debits/credits.
· Prepares beginning of the week (Monday Morning) reports in an accurate and timely manner.
· Processes all invoices and enters into the budget control ledger.
· In conjunction with the Community Manager, directs the functions of the leasing office, supervise the leasing staff’s daily activities and the preparation of all leasing paperwork and documents related to residency. Ensures schedule of leasing staff to ensure proper staff levels in anticipation of traffic demands and workload.
Assists in the development, preparation and administration of the capital and operating budgets for the property.
Participates in staff selection process. Recruits, hires, and trains all leasing staff under the approval and direction of the Community Manager.
Prepares annual reviews for all direct reports, sets Incentive-Based Compensation Bonus Plan (IBC) goals and objectives and implements Professional Development Plans (PDP) for all associates.
Supports and motivates staff to participate in company sponsored classes and provided training, with the objective of completing PDP and individual goals. Ensures compliance with all mandatory training.
Supports industry networking and encourages direct reports to participate in industry association functions.
Performs other duties as assigned. Actual job duties and responsibilities may vary depending on the size of the community.
Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)
· Effective oral and written communication skills; ability to give clear direction and respond to inquiries. Must be able to speak effectively before groups of customers or associates of the organization.
Understanding of accounting principles and budget process. Ability to read and interpret numerical information. Basic understanding of the budgeting process.
Basic understanding of marketing concepts; analyzing data; and report writing.
Customer service experience required in at least one of the following industries: property management, hospitality, retail, and real estate.
Negotiate and resolve conflicts.
Proficient with Microsoft Office products (Word/Excel/Outlook) and AMSI preferred.
Prior experience in managing a staff (supervise, train, coach, develop, motivate, interview, hire, terminate) and lead by example.
High School Diploma or equivalent. Some college level courses preferred.
Minimum of 2 years property management experience with at least 1 year at the management level.
Work Environment
The Assistant Community Manager works on-site at an apartment community and interfaces with external/internal customers, residents, and vendors on a regular basis. The position work schedule varies depending on the property. Hours are usually scheduled from 9 a.m. – 6 p.m. However, office staff is expected to report at 8:50 a.m. for staff line-up. Saturday and/or Sunday work schedule may be required depending on property occupancy. The Community Manager should be flexible and readily available depending on the needs of the property.
Physical Requirements
While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, talk, hear, and use a telephone and personal computer. May be required to lift and/or move up to 25 pounds. Must be able to occasionally drive during the course of work.
To apply please visit www.sheacareers.com