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About the Role

The Assistant Property Manager is responsible for computing, classifying, and recording numerical data to maintain financial records, while also assisting with leasing, marketing, and resident relations. This role involves processing payments, managing rental payments, and gathering financial data for property accounting.

Responsibilities

• Greet prospects and qualify them based on established criteria.
• Record all telephone and in-person visits accurately.
• File guest cards and maintain them according to procedures.
• Demonstrate community and apartment features, highlighting benefits to close sales.
• Process applications, including credit checks and rental history verification.
• Ensure apartments are ready for resident move-in by the agreed date.
• Follow up with prospects who did not close and attempt to re-engage them.
• Refer prospects to sister communities if unable to meet their needs.
• Secure new resident signatures and orient them to the community.
• Monitor lease renewals and distribute/follow up on renewal notices.
• Assist in monitoring advertising effectiveness.
• Distribute company or community-issued notices.
• Represent the company professionally at all times.
• Operate accounting software to record, store, and analyze financial information.
• Understand lease agreements and credit report application procedures.
• Accept rental payments and post them to the computer system.
• Comply with federal, state, and company policies, procedures, and regulations.
• Record collected monies and prepare bank deposit slips.
• Manage accounts using computer spreadsheets and databases.
• Verify vendor documents for accuracy, completeness, and proper coding before payment.
• Communicate with Property Managers regarding invoice accuracy, purchase orders, and coding.
• Ensure timely approval, entry, and payment of vendor invoices.
• Resolve vendor and payment disputes using computerized financial information.
• Check figures, postings, and documents for accuracy and proper codes.
• Operate business machines such as 10-key calculators, copy, and facsimile machines.
• Prepare statements of accounting for past residents.
• Prepare, review, and close financial books monthly.
• Prepare and review quarterly and year-end financial reports.
• Provide accounting support to Property Managers.
• Assist with lease transactions by typing leases and gathering applicant information.
• Maintain accurate commission sheets for leases, renewals, and delinquencies.
• Assume Property Manager duties in their absence.
• Provide general clerical assistance to the community office.
• Receive and respond to resident requests, concerns, and comments.
• Complete and submit maintenance Service Requests to the maintenance team.
• Answer resident questions regarding the community, repairs, rent, and rules.
• Follow up on resident matters if immediate response is not possible.
• Ensure maintenance repairs are handled satisfactorily by contacting residents.
• Maintain open communication with Property Manager and Maintenance Supervisor.
• Contribute to the cleanliness and curb appeal of the community.
• Assist in planning and hosting resident functions.
• Enforce community policies.
• Advise residents of referral concessions.
• Assist with marketing materials such as banners, balloons, and signs.
• Distribute newsletters, pamphlets, and flyers.
• Assist in conducting market surveys and shopping competitive communities.
• Learn and ensure compliance with all safety rules.
• Ensure unsafe conditions are corrected promptly.

Requirements

• High School Diploma or equivalent required; some college preferred.
• Minimum of one-year experience in a customer service related industry.
• One year of apartment leasing experience or a combination of accounting skills/education with customer service experience is preferred.
• Strong attention to detail and sales ability.
• National Apartment Leasing Professional (NALP) preferred.
• Fair Housing Certification, willingness to obtain prior to interacting with prospective residents.
• OSHA laws and regulations, willingness to obtain within six months.
• Ability to support and contribute to the community team.
• Strong oral and written communication skills.
• Competence in operating a telephone, business calculator, copy machine, facsimile, and personal computer.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and community software.
• Positive attitude and ability to smile under all circumstances.
• Willingness to participate in training to comply with new or existing laws.
• Ability to work a flexible schedule, including evenings and weekends.
• Maintain a neat, clean, and professional appearance at all times.
• Comply with employee handbook expectations.
• Ability to diffuse and respond to customer concerns to avoid escalation.
• Successfully pass a drug test.
• Attendance is an imperative job function.
• Fulfill performance standards and comply with company policies, rules, and procedures.

Skills

• Accounting software operation
• Leasing
• Marketing
• Resident relations
• Customer service
• Sales
• Communication (oral and written)
• Computer proficiency
• Microsoft Office Suite (Word, Excel, Outlook)
• Attention to detail
• Problem-solving
• Time management

Location

• Onsite

Work Type

• Hourly
• Non-exempt
• Eligible for overtime

Experience Level

• 1 year customer service
• 1 year apartment leasing

Education Level

• High School Diploma or equivalent
• Some college preferred

About the Company

• Cypressbrook Multifamily Management team must embrace certain core principles and values to achieve success.