Property Management Assistant Jobs in Madison, WI

Job Title: Assistant Property Manager Wage Status: Hourly

Reports to: Property Manager

Job Summary:

Colonial Property Management’s Assistant Manager is a motivated and personable employee who provides effective, efficient, and profitable management and oversight of all aspects of their assigned Portfolio. The Assistant Manager is responsible to assist the Property Manager in all day-to-day operations of the property including marketing, resident relations and retention, facilities management, financial reporting, and employee supervision in order to meet the established operating budget and financial goals of ownership. Flexibility within this job description is required.

Qualifications:

Education: High School Degree Required. Some college preferred.

Experience: A minimum of 1-3 years leasing experience and / or prior management experience in a related field.

Skills: Ability to interact with people in an articulate, professional, and friendly manner. Strong interpersonal communication skills. Administration experience. Ability to multitask. Positive attitude and pleasant personality. Computer and office equipment knowledge a must. Develop and enhance skills for growth opportunities.

Licenses & Certificates: Fair Housing Certification, willingness to obtain.

Duties & Responsibilities:

Leasing

1. Good phone etiquette and ability to check voicemails and emails throughout the day.

2. Become an expert on the property and market its features, amenities, location and neighborhood.

3. Process rental applications efficiently and qualify prospective residents in accordance with Fair Housing Laws

4. Prepare detailed lease documents according to property and company guidelines

5. Execute renewal process according to SOP from start to finish after PM/AM set rates

6. Conduct tours providing appropriate marketing material and follow up with clients as necessary.

7. Document all traffic and correspondence with prospects.

8. Provided detailed notes on all follow up “call back” conversations with prospects

9. Produce and update leasing reports in an accurate and timely manner.

10. Audit resident files for proper lease documents, renewal documents and confirm computerized versions of all paperwork intact.

Marketing

1. Support community outreach efforts and market the property to location organizations

2. Oversee and audit CPM website and 3rd party websites; edit and update to ensure accurate property listings. Report audit findings to PM weekly.

3. Assist in monitoring marketing effectiveness by tracking incoming inquiries on the activity tracker.

4. Review property signage offering suggestions for changes or improvements that could be made.

5. Assist property manager with setting market and renewal rates annually.

6. Create and edit floor plans, photos, videos for marketing use.

7. Reviews market data weekly to ensure pricing strategy is appropriate. Offers guidance to the property manager.

Resident Relations

1. Ensure resident satisfaction through effective communication and quality rapport.

2. Work with Property Manager to ensure move-in/outs are completed within company guidelines and adhere to 24 hours turn requirements.

3. Ensure all maintenance repairs are handled satisfactorily by inputting work order efficiently and following up with residents as needed to ensure their needs are met.

4. Communicate Resident issues to Property Manager immediately to ensure a timely response is provided.

5. Assist in planning resident functions. Attend functions and participate as host for any functions or Open Houses as directed by the Property Manager.

6. Demonstrate the ability to handle difficult customer concerns to avoid escalation of the problem.

7. Prepare and provide all renewal materials to current residents in a timely manner to ensure retention goals are achieved.

Maintenance

1. Physically inspect common areas, vacant apartments, and grounds to ensure excellent curb appeal is present.

2. Pick up litter on grounds and common areas when walking properties.

3. Reports and enters work orders as needed.

4. Aids with move-in, move-out and vacant inspections as needed.

5. Maintain open communication with Property Manager and Lead Maintenance as issues arise.

6. Notify current tenants of intent to enter when work is needed in their home.

7. Ensure that unsafe conditions are corrected in a timely manner or reported to the proper person if unable to correct immediately.

8. Audits time tracking reports and open work orders daily.

9. Prepares move-out packets for PM and Lead.

10. Assists with turnover and move-out operations. Updates required reports daily.

Personnel Supervision

1. Demonstrates the ability to lead the leasing and maintenance team in PM’s absence.

2. Leads the morning meeting the PM’s absence

3. Reviews Time Tracking reports with PM bi-weekly.

General/Administrative

1. Operates computer programs (Propertyware, Everlance, Margin Point) to satisfy the needs of the job.

2. Understands all sections of the Application and Lease including addendums to explain and effectively answer questions.

3. Comply with all federal, state, local and company policies, procedures, and regulations.

4. Oversees the rent collection process including 5-day and 14-day notices. Assist with handling delinquent tenant accounts.

5. Oversees the monthly court / eviction process

6. Operates in accordance with portfolio budget.

7. Participate in training to comply with new or existing laws and/or company SOP changes.

8. Neat, clean, and professional appearance at all times.

9. Provide Daily Report to Direct Report.

10. Assume Property Manager’s duties/authority in absence of immediate supervisor in accordance with company guidelines.

11. Assist with training and mentoring new employees & model exemplary office behavior.

1. Positive attitude and productive contributions to team culture.

12. Perform other duties which may be required to ensure economic success of Colonial Property Management.

Physical Requirements and Working Environment

1. Must be able to periodically lift up to 20 lbs.

2. Successfully pass a drug test.

3. Ability to walk and traverse stairs on a regular basis.

4. Inside and outside work in all types of weather (heat, rain, cold, snow etc.) Must wear slip resistant footwear appropriate for the season.

5. Ability to work long hours when required.

6. Valid Driver’s License and operable vehicle with insurance.

7. Attendance is an imperative job function, with prompt daily arrival.