Assistant Community Manager

The following is a list of duties and responsibilities, which the Assistant Manager is responsible for:

1. MARKETING AS DELEGATED BY THE MANAGER

a. Prepare the model apartment and rental office for business each day.

b. Check amenities and common areas for cleanliness, including, but not limited to: pool area, fitness center, play areas, BBQ area, parking lots and laundry facilities.

c. Maintain all advertisements.

d. Monitor advertising effectiveness and gather information about market competition.

2. LEASING

a. Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).

b. Immediately record all telephone and in-person visits on appropriate reports.

c. Use good salesmanship in renting the apartments in accordance with Fair Housing Guidelines.

d. Inspect available “market ready” apartments and communicate related service needs to Community Manager or Maintenance Technician.

e. Ensure the Apartment Availability Report is updated at all times.

f. Process applications. (i.e., credit check, rental history, etc.) Submit processed applications, verify and approve in accordance with Fairmont policies. Follow up with applicant regarding status.

g. Ensure apartment is ready for resident to move-in on agreed date.

h. Immediately follow-up on prospects that did not close and attempt to close sale again. If unable to help prospect, refer them to sister communities to meet prospect’s needs.

i. Secure new residents’ signature(s) on appropriate paperwork prior to move-in. Orient new residents to community.

j. Monitor renewals. Distribute and follow-up on renewal notices.
k. Represent the company in a professional manner at all times

3. PUBLIC RELATIONS AS DELEGATED BY THE MANAGER

a. Communicate with the residents, supervisor or owner, suppliers and neighbors in a professional manner to accurately portray Fairmont’s standard of excellence.

b. Resolve any conflicts with or between residents as smoothly as possible. Strive to communicate as clearly as possible to avoid problems before they arise.

c. Stimulate resident pride in the property by providing services and, where possible and appropriate, planning and organizing both recreational and social activities.

d. Maintain a strictly professional relationship with residents and vendors, being careful not to create personal relationships that may lead to conflicts of interest. Be businesslike, well-mannered, courteous and generous in dealing with the public and with residents.

4. ADMINISTRATION AS DELEGATED BY THE MANAGER

a. Maintain complete records for rental collection, maintenance, staff and payroll. Maintain orderly files for each unit.

b. Collect and post rental payments and complete and serve related notices when necessary.

c. Work within the budget; meet with the supervisor or owner to adjust the budget quarterly or semiannually.

d. Maintain a resident handbook containing all items of information that residents would wish or need to know, such as property rules and regulations. Periodically update the resident handbook.

e. Continually upgrade security and safety procedures. Assist in training staff and residents to take wise precautions.

f. Report any accident, injury or property damage immediately to the community manager, portfolio supervisor or owner.

g. Assist in creating and supporting a team environment

h. Produce lease and complete appropriate paperwork and input information on the Company's Property Management System accurately and on a timely basis.

i. Maintain current resident files.

j. Maintain and record daily inspections for the community.

k. Over-see and distribute all company or community-issued notices.

l. Review month-end closing reports for accuracy.

m. Consistently implement policies of the community.

5. OPERATIONS- AS DELEGATED BY THE MANAGER

a. Assist Community Manager in supervising the staff on a daily basis, delegating both authority and responsibility where appropriate or as directed by the Community Manager.

b. Assist in supervising the operation and use of recreational facilities.

c. At the Community Manager’s direction coordinate the ordering of office and maintenance supplies and maintain an adequate inventory of necessary items.

d. Obtain preliminary cost estimates for projects large enough to require bids from outside contractors. Coordinate the work of contractors and occasional labor with the work of the staff.

e. Utilize Facilities and Facilities Mobile or current software for managing both service requests and preventative/routine maintenance. Inform the residents of the expected completion time for their requests. Follow up on service requests to ensure that work was satisfactorily performed.

6. BUILDING MAINTENANCE AS DELEGATED BY THE MANAGER

a. Responsible for checking the Laundry Facilities cleanliness – (daily):

b. Responsible for checking exterior light bulb for replacement – (as needed)

c. Responsible to assist in maintaining all common areas and parking lot in a clean condition – (daily)

d. Responsible for checking amenities for cleanliness including but not limited to: Pool areas, Fitness Center, Play Areas , grounds in general. - (daily)

7. RESIDENT RETENTION

a. Listen to resident requests, concerns and comments.

b. Quickly complete maintenance Service Request and inform the maintenance team. Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.

c. Ensure all maintenance repairs are handled satisfactorily by contacting residents after their service requests have been completed.
d. Distribute newsletters, pamphlets, flyers, etc.

ESSENTIAL JOB DUTIES AND REQUIRED QUALIFICATIONS

a. Complete Fair Housing training annually and remain current on all Grace Hill training assigned.

b. Demonstrate an ability to support and contribute to community team.

c. Demonstrate strong oral and written communication skills.

d. Operate telephone, personal computer/keyboard, Microsoft Office including Word and MS Outlook, community software.

e. Must possess a positive attitude and the ability to smile under all circumstances.

f. Participate in training in order to comply with new or existing laws.

g. Ability to work a flexible schedule, including evenings and weekends.

h. Two (2) years of experience in previous relevant property management experience.

i. Neat, clean, professional business attire at all times throughout the workday and/or whenever present at the community.

j. Comply with expectations as demonstrated in the employee handbook.

k. Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.

l. Successfully pass drug test and background check.

m. Good attendance is an imperative job function.