Assistant Property Manager Job at Thies and Talle Management
Thies & Talle Management, Inc., a leading property management company with over thirty-five years of experience in the multi-housing industry, has an opening for a full time Assistant Property Manager to oversee River Oak Heights Apartments, located in Cold Spring, MN, a Market Rate 33 unit apartment building. The qualified candidate will also be the Assistant Property Manager reporting to the Property Manager for two Market Rate properties; Park Plaza Apartments, 48 apartments and Oak Street Townhomes, 48 townhomes, both located in St. Cloud, MN. Desired schedule would be to manage River Oak Heights M/W/F 8am-11am, then assist managing Park Plaza/Oak Street Townhomes M/W/F 11:30am-4:30pm and Tu/Th 8am-4:30pm.
Job Requirements:
For assisting the Property Manager at Park Plaza and Oak Street Townhomes:
Shows and leases apartments or townhouses to prospective tenants. Assists with other office-related duties as necessary to contribute to the property’s overall performance.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice.
- Sets appointments, shows apartments, certifies potential residents and maintains a high percentage of occupancy.
- Accompanies prospects to vacant or available units and discusses size and layout of rooms, available facilities, such as swimming pool and saunas, location of area amenities, services available, and terms of lease.
- Follows-up with prospect through thank you note, phone calls, email, etc.
- Ensures compliance and adherence to Fair Housing laws.
- Refers prospects to other Thies & Talle Properties as appropriate.
- Enters prospect and applicant information into Property Management software. Uses system reports to monitor closing ratios, upselling opportunities, etc.
- Screens applicants according to company policies and procedures. Notifies applicants of status through proper channels. Reviews applications with Regional Property Manager.
- Manage processing of applications to ensure rapid turnover of vacant apartments while following selection criteria. Ensure new residents are properly moved in apartments including completing move-in inspection form before turning over keys.
- Completes lease form or agreement and collects rent deposit(s).
- Collects monthly rents.
- Receives service requests.
- Maintains emergency telephone numbers.
- Prevents solicitors from contacting residents on the property.
- Schedules move-ins and move-outs.
- Maintains an up-to-date resident file on every unit.
- Monitors leasing process and attend employment training when required.
- Plans events and meetings with residents to develop a positive sense of community.
- Provides other administrative and support assistance as needed by site office and Property Manager.
SECONDARY DUTIES AND RESPONSIBILITIES include the following:
- Acts as a liaison between residents and community services.
- Prepares and distributes notices and newsletters.
- Helps residents and applicants with their paperwork.
- Notifies residents of important events and coordinates resident functions.
- Assists with resident functions.
- Filing of documentation in resident files.
For managing River Oak Heights Apartments:
The Property and Maintenance Manager is responsible for the leasing of rental units, the collection of rent, preventive maintenance and repairs, and the authorization of various payments necessary to run the facility. Supervises staff and outside vendors/contractors to ensure smooth, efficient, and profitable operation of the site. Responds to concerns and requests of residents of the community.
Still operate all duties/responsibilities that were listed to assist the Property Manager but also responsible for the below:
- Personally inspect common areas and buildings to monitor the appearance, cleanliness, maintenance, attractiveness, and safety of the property,
- Determines and performs preventative maintenance and repair needs on the property and personally performs, where within employee’s skills and abilities, basic preventative maintenance needed to keep occupied units in good condition and in compliance with applicable codes, to make unoccupied units rent ready, and to maintain and operate electrical, mechanical, plumbing, building, carpentry, and heating equipment within building. Where necessary, the Property and Maintenance Manager arranges for outside vendors or contractors to perform maintenance or repair work, within guidelines set by Regional Property Manager and Management.
- Maintains applicant, resident, and financial records for properties using computer system. Keeps current on system changes and maintains system information.
- Ensures departing residents are properly moved out and all paperwork is completed including final account statements and collections packets.
- The Property and Maintenance Manager usually is responsible for a smaller apartment community that does not have the size and staffing available for other full-time staff. The Property and Maintenance Manager supervises any staff, including part-time and occasional staff, with responsibility for discipline, timekeeping and payroll.
- Communicates with Regional Property Manager on needs of the community and any staffing needs, including needs for outside vendors/contractors.
- Responsible for determining, and where possible performing maintenance needs relating to the outside condition of the building, the grounds, including taking steps to maintain security at the premises, arranging for repair or replacement or changing of locks on turnovers and outside doors, and performing snow and ice removal on steps, walkways, parking lots, roofs and common spaces.
- Enforces lease and other government rules and regulations, including Fair Housing laws, building safety, health codes, and local ordinances.
- Ensures that all reports including traffic and availability reports, compliance, file inspection, and lease renewal and delinquency are complete and filed timely.
- Resolve day-to-day resident problems and concerns including maintenance, parking, rent or other charges, safety and security.
- Communicates important information to residents with well-written notices written in a positive manner.
- Approves all invoices for payment. Fully investigates any questionable invoices.
- Inspects all units every six months. Determines and performs preventative maintenance and repairs. Sends follow-up notices to residents and arranges for re-inspection and follow-up. Documents any issues with residents regarding damages to unit or poor housekeeping or sanitation.
- Documents lease violations and follows-up with residents.
- Handles emergency situations including crime and fire alarms.
- Understands, follows, and stays current on all information in Operations Manual to ensure that property is in compliance with company policies.
SECONDARY DUTIES AND RESPONSIBILITIES include the following:
- Purchases and picks up approved parts and materials for maintenance duties. Coordinates with vendors and contractors including painters, carpet installers, appliance repair, as needed with input and approval from Regional Property Manager.
- Completes reference forms for current or former residents.
- Assess resident responsibility for repairs and charges and bill as appropriate.
- Work with the Police Department to help site meet requirements of Crime Free Multi-Housing program.
- Review monthly Operating Report to track income and expenses over time.
SUPERVISORY RELATIONSHIPS: To perform this position successfully, an individual must be able to work within the following supervisory relationships:
The Property and Maintenance Manager position has supervisor responsibilities for the property and any staff performing work on the property whether as full-time employees, part-time staff, or occasional and temporary employees or subcontractors. For staff employed by Management, the Property and Maintenance Manager is responsible for enforcing policies in Operations Manual and Employee Handbook and other work rules and policies, coaching regarding employees for performance issues, and delegating. The Property and Maintenance Manager reports to the Regional Property Manager.
QUALIFICATION REQUIREMENTS: To perform this position 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.
Education and Experience: A high school diploma or equivalent is required. 1-2 years of college or technical school is preferred. Must possess the ability to multi-task in performing the essential functions of the position. Two to three years of experience performing general maintenance and repair services, or a related occupation or combination of education and experience providing equivalent knowledge, in basic repairs and property maintenance. Knowledge of computers and office equipment is necessary. Must have excellent verbal and written communication skills. Training and/or experience with subsidized housing is necessary. Certification as occupancy specialist is preferred. If working or maintaining a boiler system is required for the site in question, a state boiler’s license or ability to obtain one upon employment may be required. A driver’s license is required.
Language Skills: Ability to read, analyze, and complete documentation required by city, county, state or federal agencies. Must be able to communicate through speaking, listening, and writing effectively with residents and outside agencies.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure. Must be able to calculate figures and amounts such as discounts, interest, commission and percentages. Accounting and/or bookkeeping skills are a plus.
Reasoning Ability: Needs to be able to assess a situation based upon available date and information and make timely and appropriate decisions.
Other Skills/Abilities/Specifications: This job requires self-motivation and the ability to work independently. Must be able to prioritize job duties. Time management is essential. Ability to maintain confidentiality is required. Skill in establishing and maintaining positive relationships with diverse residents, applicants and staff.
PUNCTUALITY AND ATTENDANCE: Regular attendance, reliability, and punctuality are needed to be available to meet with applicants, current residents, and outside vendors during regularly scheduled office hours. The success of the property and maintaining resident satisfaction and filling apartments requires staff to be available at the convenience of applicants and residents. Most buildings or apartment communities managed by Management have small staffs and employees must be able to assist other employees in job duties and be available to respond to occasional property or tenant emergencies.
WORKING CONDITIONS: The working condition characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee occasionally works in outside weather conditions. The noise level of the work environment is usually moderate.
The employee will come in contact with applicants, residents and former residents from diverse religious, cultural and economic backgrounds, including persons with special needs, where communications may pose challenges that will require additional efforts and patience.
The employee often has to handle difficult and emotional situations.
PHYSICAL DEMANDS: 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 stand; walk; sit; stoop; kneel; crouch; crawl; climb stairs; and talk or hear. The employee is occasionally required to reach with hands and arms and climb or balance.
The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.
The employee must also be able to spend significant time in front of a computer screen and to work for a considerable period of time a day with a computer.
REASONABLE ACCOMODATIONS: Management will provide reasonable accommodations to qualified applicants and employees with disabilities in connection with its application process, modifications or adjustments to the work environment, and modifications or adjustments that allow a disabled individual to have equal benefits and privileges of employment as are enjoyed by other similarly situated individuals without disabilities, unless doing so would cause undue hardship.
EQUIPMENT AND TOOLS USED: Tools and equipment listed are representative of those typically used; other tools and equipment may be used as needed.
Use of computer, typewriter, copy machine, phone and answering service, cell phone, and other general office equipment.
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