Management Assistant Jobs in Waterloo, IA (NOW HIRING)

Leumas Residential is seeking a reliable, skilled Assistant Property Manager to administer and maintain all phases of the community operations under the direction of the Property Management Analyst. Specific areas of responsibility include personnel functions, community maintenance, monitoring market conditions, budget control, advertising, and resident relations. Effective in resident relations and resolution of resident issues. Responsibility for weekly/monthly reports to include receiving and posting all rents and security deposits promptly and in accordance with the standards established by Leumas Residential. Responsible for maintaining office clerical, filing, and record-keeping systems for the community. Identify and strive to meet the owners' and residents' expectations.

Responsibilities

• Initial Asset Take-Over Responsibilities (please note that there are contractual timelines that must adhere to, and therefore "time is of the essence" with respect to items requested):

o Call all vendors to obtain written confirmation that they have received our management change notice and that all future invoices will be sent directly to the property.

o Submit an updated rent roll and delinquency report to the Property Management Coordinator.

o Submit a written report to the Property Management Coordinator, which outlines any emergency or adverse conditions at the property.

o Provide tenants with written notification of upcoming unit inspections in accordance with local law.

o Ensure that maintenance staff conduct an Initial Inspection of all vacant and occupied units and complete a unit condition report for each unit.

o Submit a written report to the Property Management Coordinator outlining the rental rates for units & amenities at competitive properties.

o Submit a written report to the Property Management Coordinator containing a summary of all buildings and units within the property.

o Ensure that maintenance staff conducts an Initial Inspection to confirm that all doors and windows can be closed and locked by the tenant; that all smoke detectors, fire extinguishers, and carbon monoxide detectors are operable; and that all window bars and window securing devices comply with local code enforcement. Upon completing these inspections, a written summary of the inspection must be submitted to the Property Management Team.

o Confirm that the office and Common Areas have no existing circumstances that would infringe upon the rights of individuals on the basis of disability in accordance with Section 504 of the Rehabilitation Act of 1973.

• Personnel Supervision

o Identify and recruit qualified personnel to fill voids in the on-site staffing plan.

o hires, trains, evaluates, and supervises all on-site employees under the direction of the Property Management Coordinator.

o Coaches and counsels on-site employees.

o Prepares and conducts performance reviews and recommends salary increases.

o Handles disciplinary action, including terminations, completes counseling summaries, and communicates with Property Management Coordinator.

o Conducts community staff meetings regularly.

o Develops an integral team that effectively sells the quality and professionalism of Leumas Residential.

o Prepares all payroll and payroll related forms accurately and promptly. Maintain a record of regular and consistent attendance.

• Marketing and Leasing

o Supports the overall marketing efforts and offers input and suggestions regarding advertising, promotions, etc.

o Analyzes and monitors the community market conditions to anticipate market changes or trends that could affect the profitability of the community.

o Oversees, develops, and participates in various leasing programs to ensure their success.

o Monitors the closing ratios of leasing staff to ensure requirements are met. Maintain a deposit to show ratio of 50%. Recommends additional training of leasing staff members if necessary.

o Reviews, approves, or rejects resident applications.

o Reviews all renewals and prepares increase recommendations to the Property Management Team according to the operating budget and market conditions.

o Ensures staff is implementing residential retention and renewal program.

• Maintaining the physical asset

o Prioritize and monitor daily activities, and service requests, make ready priorities and capital improvements for the properties.

o Ensure all maintenance work requests are handled promptly and professionally. All routine work orders should be responded to within 48 hours.

o Follow up on all resident e-mails and telephone calls the same day as received but within 24 hours maximum.

o Reports and offers recommendations for capital improvements, repairs & property upgrades.

o Schedule contractors to perform work as necessary after appropriate approvals.

o Conduct weekly property inspections.

o Assist with complaints regarding service requests, etc.

o Follow up with tenants to ensure resident satisfaction with work order quality.

o Inspect units after make ready work is complete to ensure all work is completed to Leumas Residential's Make Ready Standards.

• Accounting and Financial Reporting

o Scan all invoices within 24 hours of receipt and email them to invoice@leumasresidential.com.

o Deposit all checks into the Check Summary Excel file daily.

o Review rent rolls for accuracy.

o Prepare all Security Deposit Transmittal forms within 5 business days of moving out to accounting. Update open Security Deposit Transmittals (tenant still responsible for rent until the lease expires or new tenant moves in) at least monthly until you can submit final Security Deposit transmittal. o Submit tenants with bad debt to the Collection Company. Keep a list of all former tenants with lousy debt, amount, and Collection Company, and update the list monthly. Submit monthly updates to Property Management Coordinator.

o Review the accounts receivable list and follow up with tenants to ensure collection. Follow up with calls, letters, and visits as necessary to improve collections. Work with the attorney regarding the eviction of residents as necessary. Communicate with Property Management Coordinator regarding tenants with balances past due over 15 days.

o Review, code, and approve all invoices and work orders for the property portfolio. Approval Limit of $500.00.

o Follows guidelines of the community budget. Assist Property Management Analyst with the preparation of the budget.

• Lease administration:

o Maintain legal records and files, ensuring compliance with specific procedures and in accordance with State Real Estate Commission Rules and regulations.

o Maintain tenant files, including the current lease. Ensure the security deposit (s) on the lease and the actual cash security deposit listed on the Deposit Summary report are the same.

o Ensure that all Section 8 recertification documents are processed promptly. All associated documents should be scanned and emailed to recert@leumasresidential.com.

• General duties

o Ensures compliance with all Leumas Residential and HUD policies and procedures.

o Understands and applies all principles of Fair Housing.

o Responsible for understanding state landlord-tenant laws.

o Maintains open and transparent communications with community staff and Property Management Team.

o Assist other on-site employees as needed.

o Attends and monitors various community social activities.

o Always represent the Company in a professional manner. Consistently maintains a professional, courteous attitude when dealing with residents, subordinates, co-workers, owners, and the general public.

Requirements

• High school diploma or equivalent required
• A college degree or related coursework is preferred.
• A minimum of two years of residential or commercial property management experience is preferred.
• Excellent communication, organizational, and leadership skills necessary.
• Computer literacy required.
• Experience with computerized property management and/or accounting software.
• Must have a reliable vehicle to perform various management tasks.
• Must have proof of liability insurance for same.
• Bondable and valid driver's license