Property Management Assistant Jobs in Addison, TX

Position Summary 

The Assistant Vice President (AVP), Property Management will manage daily property operations for assigned communities in accordance with property business plans and state laws to maximize the value of the property through generation of maximum NOI and effective investment of capital.

Responsibilities include, but are not limited to:

ASSIGNED PROPERTIES

• Responsible for daily operations, leadership, and staff management of assigned properties
• Support Property Managers with specific coaching, development, and guidance in order that the annual property objectives are met, and team is engaged and satisfied
• Work with SVP/VP to complete annual budgets, monthly/quarterly forecasts, marketing plans, staffing plans and capital plans
• Prepare weekly, monthly, and quarterly financial updates/variances as required
• Responsible for making sure assigned properties are well run and that Property Managers and staff are constantly striving to improve their property's operations, curb appeal, revenue, and NOI
• Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to apartment industry and management of employees
• Demonstrate and ensure that Property Managers and staff maintain professional level of personal appearance, hygiene, courtesy, and telephone manners always while at work or work functions

FINANCIAL

• In conjunction with the SVP/VP, the Regional Manager will assist in formulation of budgets and other business plans for each upcoming calendar year
• Ensure properties stay within their established budget guidelines throughout the year while driving NOI and property values to highest possible level allowed by market
• Ensure that all property operations are conducted consistent with Berkshire's values, policies, procedures and state, local and national laws, and regulations
• Approve all over budget expenditures as called for by policy
• Drive financial performance of properties by ensuring Property Managers understand how operational decisions impact financial results
• Must understand financial statements and all required financial reports

PEOPLE LEADERSHIP

• Set operational and financial goals based on the performance matrix and investment return goals of the properties
• Ensure that Property Managers manage their staff to produce desired results via regular staff meetings, creation and maintenance of on-site goal boards, and effective feedback, recognition, and reward
• Train Property Managers on monthly property statistical reporting (i.e., performance matrix, income report, key stat report, etc.)
• Ensure that Property Managers hire smart, recruit top talent, train, develop, motivate, supervise, and assess all staff to achieve operational goals of the property
  • This includes new team member indoctrination, annual performance reviews, counseling, mentoring, advising, and terminating of staff when appropriate
  • Interview site level staff as defined by policy
• Oversee team member performance review process; ensuring Property Managers reward top performance and distinguish between the low performers with appropriate corrective action
  • Set team member development goals during the annual performance review process and monitor for completion and conduct the same process for their direct reports
• Ensure that on-going training and development of all site level staff; including Property Managers development (People management skills, leasing paperwork, policies and procedures, workplace safety, fair housing, maintenance skills and any other type of training that may be required
• Ensure that new team members are completing required learning through the Berkshire Learning Management System in a timely manner
• Maintain personnel files to include accurate new hire paperwork, attendance, vacation, and sick time information
  • Review and approve timesheets if applicable or delegate to due to PM vacation, including the monitoring of overtime
  • Ensure confidentiality of information

INTERPERSONAL EFFECTIVENESS

• Communicates professionally and effectively with residents, direct and indirect reports, supervisors, vendors, and contractors
• Negotiates effectively with resident, direct and indirect reports, supervisors, vendors, and contractors
• Possesses excellent interpersonal skills and ability to deal effectively with persons from diverse social, economic, and ethnic backgrounds

ADMINISTRATIVE/OFFICE

• Attend all meetings and training as required (nationally and regionally)
• Maintain district level records on all aspects of management activity on a daily, weekly, and monthly basis and ensures properties do the same.
• Review for accuracy all reports submitted to appropriate office on a weekly and monthly basis
• Ensures all files and dead files are maintained in accordance with company policy at the property level and conducts ongoing audits of all leasing/resident files, bookkeeping and maintenance records for compliance
• Complete the "Inspect What You Expect" audit annually
• Complete/Review all property level required audits timely

RESIDENT RELATIONS

• Ensure that all staff maintains a positive customer service experience to residents and prospects based on active assessment of customer desires
• Closely monitors causes of turnover at properties. Ensures that Property Managers take a proactive approach to controlling turnover and maximizing resident retention
• Ensure that Property Managers maintain professional resident communications regarding concerns, service requests and other items of interest via property newsletters and other media

MAINTENANCE

• Coordinates with redevelopment staff on all capital projects to ensure they are properly permitted and performed according to code and maximize value and minimize disruption to property staff and residents
• Assist in the selection of qualified contractors and vendors as needed
• Ensure that properties are maintained consistent with the standards defined in the Berkshire inspection policy
• Physically walk and inspect properties on a regular basis to ensure that are being managed consistent with Berkshire standards
• Through Property Managers, ensures that maintenance, make-ready staff and contractor resources deliver timely and satisfactory recondition of apartments after move-out
• Ensures that Property Managers monitor all maintenance activities, including service requests, to ensure completion in a high quality, timely, within budget manner that result in a high level of customer satisfaction

MARKETING/LEASING

• Understands property market areas, including what the competition is and where properties fit vis-à-vis the competition (currently and with any revitalization capital) and understands property market areas as to rental rates, concession programs, profiles, qualifying standards, and marketing strategies
• Liaise with SVP/VP and marketing team on advertising and promotions
• Works closely with Property Managers and Leasing Consultant(s) and ensures effective use of revenue management software to optimize revenue
  • Approves exceptions where required
• Maintain awareness of market/industry conditions and trends via trade publications, and professional organizations
• Ensures that offsite, corporate, web site and locator marketing programs are created, implemented and are effective at the site level
• Continually monitors and analyzes traffic logs, conversion ratios, budget guidelines, renewal information, marketing data, etc., to adjust marketing strategies to drive qualified traffic at all properties as necessary

SAFETY/RISK MANAGEMENT

• Keeps properties safe for residents and employees by ensuring appropriate risk management practices are in place, operational, and effective
• Ensure proper response and handling of all community emergencies through property managers and staff, about residents, buildings, etc. within company guidelines to minimize liabilities (criminal activity on the community, employee' resident injuries, fires, floods, freezes, etc.)
• Ensure that all risk related incidents are properly documented, reported, and managed at the property level and above as necessary
• Ensure that there are viable and relevant Disaster, Active Shooter and Emergency Plans for all properties and that site level staff are familiar with them and able to respond consistent with their provisions

GENERAL

• Perform any additional duties or tasks as assigned by the SVP/VP
• Delegates projects and tasks effectively
• Assists in due diligence and takeover of new properties
• Possesses a working knowledge of all financial aspects of apartment management, including bookkeeping and cost management, maintenance, marketing, and leasing, as well as laws and regulations pertaining to apartment management and applies knowledge effectively
• Business travel is required at least 50% of time; will include frequent site visits and require overnight stays
• Consistently demonstrate use of tact and discretion

Knowledge/Experience:

• At least eight (8) years of experience in multifamily real estate
• Recent experience as an on-site property manager or as a regional manager responsible for managing two or more properties with frequent on-site presence is required
• Demonstrated management skills with track record of building teams and identifying, mentoring, and growing talent in-person and virtual
• Demonstrated experience and understanding of budget and financial statements
• Aptitude for organizing, prioritizing, and managing multiple priorities, using critical thinking and problem solving
• Demonstrated multi-modal communication style that reaches every stakeholder, specifically excellent verbal, and written communications
• Ability to communicate with and manage up to senior management
• Collaborative working style with inclusive work and thinking behaviors, commitment to excellence in teams and work product, with a strong work ethic
• Demonstrate emotional intelligence in high pressure and sensitive situations
• Tenacity, patience, and perseverance to work with business deals from beginning to end of process
• Represent the Berkshire employment brand well to candidates by seeking to understand the capabilities and insights of people with unique backgrounds, cultures, styles, and abilities
• Maintain confidentiality of sensitive information and communications of information
• Develop productive working relationships with all team members including internal clients and external third parties
• Demonstrated high level of ethics and integrity with a straightforward and honest approach

Technical/Educational Requirements:

• College degree required or demonstrated property management progression history to a regional/divisional level, with a national management organization required
• Demonstrated ability to use and learn new technology (e.g., computers/hardware, mobile, software, cloud-based programs)
• Proficiency with computers, keyboards, monitors and telephone headsets.
• Proficiency in Microsoft Suite of Products (e.g., Word, Outlook, Excel, Teams, Power Point)

Berkshire Residential offers an excellent benefits package, focusing on our employees' total health and wellness. We offer programs and incentives that promote physical, mental, financial, and behavioral wellbeing both within and beyond our workplace. Please visit our Careers page for full details – and to learn more about how we value our employees.