ASSISTANT COMMUNITY MANAGER

JOB DESCRIPTION

Reports To: Community Manager

The purpose of this job description is to communicate the responsibilities and duties associated with the position of ASSISTANT COMMUNITY MANAGER. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. Every Keener employee is expected to perform any reasonable task or request that is consistent with fulfilling company objectives. Our company emphasizes a TEAM APPROACH which focuses on a spirit of cooperation, common purpose, and culture of superior customer service. Working together as a team encourages superior performance through open communication and decision empowerment. It is imperative that you review these duties, skills, and physical requirements closely and that you understand that, by signing the Job Description Acknowledgement, you are verifying that you can perform all the duties, have the skills, and possess the physical abilities that are necessary to perform the job as described.

JOB SUMMARY

The ASSISTANT COMMUNITY MANAGER is to assist the Community Manager in effectively managing the assigned property.  In the Community Manager’s absence, the ASSISTANT COMMUNITY MANAGER will assume all responsibilities associated with accomplishing property objectives as set forth by the Regional Supervisor and Keener Management.  In addition, the ASSISTANT COMMUNITY MANAGER is directly responsible for maintaining daily, weekly, and monthly reports including accurate reporting of rents and deposits received.

WAGE/HOUR STATUS

Non-Exempt (eligible for overtime)

DUTIES AND RESPONSIBILITIES

Conducts all business in accordance with company policies and procedures, Fair Housing laws, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to multifamily housing.

Income Collection

• Maintains accurate resident records.  Updates daily all rents, deposits and application fees received from residents.  Issues appropriate notices when necessary (e.g., late payments, eviction notices, return check, memos).
• Ensures that all deposits and application fees have been paid prior to move-in.
• Posts incoming money, prepares deposits, and delivers to bank prior to 2:00 pm each day, if applicable.
• Coordinates collection of past due accounts by sending bad debts to approved collection agency, updating all previous collections, and assists the agency with any questions.
• Increase monthly deposits through aggressive collection procedures.

Resident Relation

• Promotes and maintains the Keener Care attitude.
• Answers telephones and assists or directs callers to correct party.
• Maintains daily status of apartments.
• Inputs information from applications into the computer.
• Responds to residents’ complaints.
• Corresponds with Community Manager regarding problems relating to residents.
• Physically inspects property when on grounds, picks up litter and reports and service needs to maintenance staff.  Will also inspect move-outs and vacancies when requested.

Marketing

• Must be knowledgeable of all phases of leasing and resident retention.
• Works with lease renewals each month.
• Greet prospective clients, shows community, and performs leasing duties as needed.
• Answers and handles incoming phone calls from prospective new residents, current residents, vendors, suppliers, etc.
• Markets property which includes cold calls, direct mail, and clients’/vendors’ referrals.
• Shows and leases apartments.
• Collects data for and completes property market survey.
• Maintains awareness of local market conditions and trends.  Contributes ideas to the Community Manager for marketing community and improving resident satisfaction.

Administrative

• Updates required reports concerning move-out notices, activity, etc., on a daily basis and provides information the to the Community Manager.
• Organizes and files all applicable reports, leases, and paperwork.
• Proofreads all lease paperwork and processes move-ins and move-outs.
• Processes all security deposit move-out reports.
• Accepts service requests from resident and routes to Lead Maintenance Technician for prompt processing.
• Conducts service follow-up with resident when work is completed.
• Generates management reports from the computer system.
• Prepares routine correspondence, memos, and forms with direction from the Community Manager.
• Schedules all turnkey contractors with management approval.
• Maintains office files.
• Prepares newsletter for Community Manager’s approval if applicable.
• Ensures electric service is established in apartment community’s name at the time of move out.
• Complies with delinquency policy for all late rent to include placing phone calls, sending letters, and sending late notices.
• Files for eviction and coordinates eviction activities with attorney.
• Assists Leasing Consultants with preparing and obtaining approval of applications.
• Inspects all apartments where (a) tenants are suspected of skipping, (b) prior to a final eviction date and/or (c) move-out or move-in date.
• Assists Community Manager in providing training for all leasing staff.
• Maintains positive on-line reputation management.
• Assists Community Manager with posts on community Facebook activities.
• Ensures high ratings in resident surveys by focusing on superior customer service.
• Promotes Keener Cares culture of the company, ensuring that all personnel are aware of the importance of extending this philosophy to each other, the vendors, and the residents.
• Becomes familiar with the company’s strategic goals each year, striving to accomplish goals.
• Strives for superior customer service in all areas, including customer service within the company, as well as outside the company with residents and vendors.
• Performs any additional duties assigned the Community Manager, Regional Supervisor and/or Keener management.

QUALIFICATIONS

Position requires at least one year experience in on-site property management.  Must have basic computer knowledge and type 30 wpm.

Computer Skills:                       Word processing software, spreadsheet software, Internet, email software, and on-site rental system software.

Office Equipment:                    Basic computer knowledge and knowledge of basic office software and office equipment.

Work Hours:                             Minimum of 40 hours per week with flexible work week.

EDUCATION/TRAINING

• High School diploma or equivalent required; college degree preferred.

PHYSICAL REQUIREMENTS

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 650  of time is spent on feet and 50% sitting at desk.
• Have occasional need (1% to 33% of the time) to perform the following physical activities:

Bend/Stoop/Squat                            Pick up litter, filing.

Climb Stairs                                        Inspect and show property.

Push or Pull                                        Inspect and show property, open and close doors.

Reach Above Shoulders                   Inspect property, store/retrieve supplies.

• Have frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting and presenting property.
• Constant need (66% to 100% of time) to perform the following physical activities:

Writing/Typing                                   Corporate, inter-office, resident communications.

Grasping/Turning                              Telephone, doorknob use.

Finger Dexterity                                 Operation of office equipment.

• Lifting/Carrying (paperwork, deliveries, files, miscellaneous

Over 25 pounds                                   Rare need (less than 1% of the time)

20 – 25 pounds                                    Occasional Need (1% to 33% of the time)

Less than 20 pounds                           Frequent need (33% to 66% of the time)

Under 10 pounds                                 Constant need (66% to 100% of the time)

VISION REQUIREMENTS

• Constant need (66% to 100% of the time) to complete forms, read and review reports and a wide variety of correspondence, view computer screen. Frequently need to see small details and view computer screens.
• Frequent need (33% to 66% of the time) to see things clearly beyond arm's reach (inspecting property, neighborhood surveys).

HEARING REQUIREMENTS

• Constant need (66% to 100% of the time) to communicate over telephone and in person with property owners, corporate and resident management, vendors, and residents.

DRIVING REQUIREMENTS

• Frequent need (20% to 25% of the time) to utilize personal transportation to inspect apartments, property, and surrounding neighborhood, and to make trips to the bank and visit the corporate office.
• Must have a valid driver's license and automobile insurance.

WORKING ENVIRONMENT

• Indoors (66% to 100% of the time); frequently outdoors, all conditions (33% to 66% of the time).
• Occasional exposure to caustics, solvents, oils, fumes, flammables, pesticides, etc. (less than 10%).
• Must be able to work in a fast-paced and customer service-oriented environment.
• Performs duties under pressure and meets deadlines in a timely manner.
• Works as part of a team, as well as complete assignments independently.
• Takes instructions from Community Manager, Regional Supervisor and/or Keener Management.
• Exercises problem-solving skills
• Able to resolve conflict in a professional manner.
• Interacts with co-workers, supervisors, residents, and the public in a professional pleasant and manner.
• Maintain high caliber of customer service both internally and externally.

REASONING DEVELOPMENT

• HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate course of action. Must effectively convey ideas, images, and goals to a diverse group of personalities.

SAFETY RESPONSIBILITIES

• Learns and complies with all company safety rules.
• Always use appropriate safety equipment.
• Immediately reports all unsafe conditions to Community Manager.  Must be familiar with all safety features or equipment, machinery, or materials encompassed by job duties.
• Must check with the Community Manager if there is a question as to the safe procedure to be used for any job function.
• Reports all liability and property incidents to the Community Manager immediately.
• Takes the monthly safety course as assigned.

ADDITIONAL REQUIREMENTS

• Employees must fulfill the performance standards of this position and comply with policies, rules, and procedures of the company, including those set out in the Keener Employee Handbook, or otherwise communicated (verbally or in writing) to employees.
• This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification, and addition as deemed necessary by the company. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by the

Community Manager, Regional Supervisor and/or Keener Management.

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• The job responsibilities of this position may include cross-training in other functions or positions to ensure satisfactory operation of the property or work area.