Position Summary:
The Assistant Property Manager is responsible for supporting the Property Manager in the day-to-day operations of affordable housing communities. This includes a range of functions such as leasing, resident support, regulatory compliance, rent collection, office administration, and coordination of maintenance and vendor services. While some Assistant Property Managers focus on compliance and recertifications, others may take on leasing or operational tasks based on site needs.
Key Responsibilities:
Leadership & Staff Support
- Step into site leadership responsibilities when the Property Manager is unavailable.
- Provide support in onboarding, orienting, and training site staff.
- Foster a positive and efficient team environment through guidance, collaboration, and example-setting.
- Provide ongoing support and cross-training to staff to ensure leadership readiness and operational flexibility.
Resident Relations
- Deliver responsive, courteous service to residents regarding inquiries, complaints, and maintenance needs.
- Assist in coordinating resident services, programming, or events.
- Assist with new resident orientations and maintain a welcoming site environment.
- Maintain respectful and productive relationships with Resident Council representatives and Social Services personnel (if applicable).
Compliance & Regulatory Management
- Ensure adherence to all federal, state, and municipal housing regulations including Fair Housing, ADA, and FCRA.
- Support certification, recertification, and interim processes based on site needs.
- Assist with documentation for HUD, LIHTC, and other funding programs as applicable.
- Remain familiar with the HUD 4350.3 Handbook; attend training as needed to remain current on compliance updates.
- Assist with preparation for MORs, file audits, and physical inspections.
Leasing & Marketing
- Show units and market the property to prospective residents.
- Assist with outreach efforts, maintenance of the waiting list, and implementation of the approved Resident Selection and Affirmative Fair Housing Marketing Plans.
- Conduct market surveys and shop competing properties as needed.
Financial & Rent Administration
- Collect and record rent payments, fees, and security deposits accurately and timely.
- Prepare and deliver notices (late rent, lease violations, etc.) in coordination with the Property Manager.
- Input accounts payable and submit required documentation to the corporate office.
- Assist with tracking accounts receivable, subsidy receivables, and tenant ledgers.
Office & Operations
- Respond to inquiries and manage office reception, phones, and front desk coverage.
- Maintain accurate and organized records, including certifications, leases, vendor documentation, and correspondence.
- Support the coordination of vendor work, supply procurement, and staff maintenance schedules.
- Enter maintenance requests into OneSite and follow up on work orders and unit turnovers.
Maintenance & Property Oversight
- Conduct property and unit inspections as assigned.
- Monitor the condition of the building, common areas, and grounds; report issues promptly.
- Support emergency response and on-call duties when required.
Safety & Risk Management
- Report all resident incidents, safety hazards, and work-related injuries immediately to the Property Manager.
- Assist in completing required safety checklists with the maintenance team.
Qualifications:
Education & Experience
- High school diploma or GED required.
- 1-3 years of experience in affordable housing, leasing, or site operations. Familiarity with HUD, LIHTC, or other compliance programs preferred.
Licenses & Certifications
- Required: Illinois Real Estate Licensee (or must obtain Illniis Residential Leasing License within 120 days of hire).
- Valid Driver's License and current auto insurance.
- Certified Occupancy Specialist (COS) or Tax Credit Certification preferred.
- ARM or CAM designation a plus.
Technical & Other Requirements
- Ability to work evenings, weekends, or emergencies as needed.
- Proficiency in OneSite property management software or equivalent.
- Knowledge of Microsoft Office (Word, Excel, Outlook, Teams).
- Strong math skills and ability to reconcile accounts.
- Ability to professionally interact with residents, vendors, owners, and regulatory staff.
- Must be adaptable, collaborative, and service-focused.
- Capable of inspecting buildings, apartments, and grounds.
Physical Demands:
- Must be able to stand, walk, and sit for extended periods.
- Occasional climbing, balancing, stooping, kneeling, or lifting up to 25 pounds.
- Ability to access and inspect units, common areas, and mechanical spaces.
- Must have reliable transportation, a valid driver's license, active auto insurance, and a reliable personal vehicle for frequent travel.
Skills:
- Strong communication and interpersonal skills
- Customer Focus - Delivers quality service; responds promptly and respectfully to resident needs.
- Communication - Listens well, communicates clearly both verbally and in writing, and presents professionally.
- Compliance Awareness - Understands and follows housing regulations; supports compliance documentation.
- Organizational Skills - Prioritizes tasks, maintains records, and works efficiently in a multi-tasked environment.
- Teamwork - Collaborates with others; supports cross-functional cooperation across site staff.
- Adaptability - Responds well to shifting priorities and learns quickly in a dynamic housing environment.
Working Conditions:
- Frequently exposed to outdoor elements during inspections or emergencies.
- Occasionally exposed to fumes or cleaning chemicals.
- Moderate noise level in property office and surrounding areas.
