Assistant Property Manager
Donaldson is looking for an organized and motivated Assistant Property Manager to manage a tax credit property with 159 units located in Forestville, MD. The Assistant Property Manager will report to the Property Manager and perform various administrative and organizational duties such as a liaison with residents, performing recertification, collecting rent and or HAP payments along with basic bookkeeping, organizing property viewings and overseeing facility maintenance. Will be responsible for evaluating applicants and negotiating contracts. Affordable housing experience of at least three (3) years is required. Excellent organizational and interpersonal skills are required. An outstanding candidate will also have a talent for business management and distinguished conflict resolution skills. We offer a competitive salary and excellent benefits package to include medical, dental, vision, AD&D/ Life, disability, 401K, Paid time off (PTO), 20% discount on housing and more. Our company believes in a drug free work environment, therefore a drug screen will be required. Donaldson was recognized by GoodSeeker in 2021 as a Top 20 Values-Driven Employer in the Greater Washington Region. Donaldson's core values are INTEGRITY * EXCELLENCE * COMMITMENT * ADAPTABILITY * INNOVATION * OWNERSHIP * COMPASSION * UNITY. We are dedicated to providing an exceptional customer experience through a total team commitment to our Vision, Mission, and Values. Share these values with us? Join our team! Donaldson is an Equal Opportunity Employer. EOE ESSENTIAL DUTIES AND RESPONSIBILITIES Reporting The Assistant Property Manager reports directly to the Property Manager. Supervising Supervisory responsibilities are assigned by the Property Manager. The Assistant Property Manager will serve as the acting Property Manager in the absence of a Property Manager. This includes supervising all employees and assuming responsibility for the property's operations. Customer Service Keep the Donaldson Group Promise, providing the best possible customer experience for clients, residents, vendors, internal associates, etc. Conduct all business in adherence to Fair Housing Law. Follow-up on routine service calls to ensure resident satisfaction. Manage Satisfacts program per company policy, as assigned. Show apartments in accordance with federal, state, local and company policies. Answer the telephone professionally and in a timely manner. Greet prospects, residents, vendors and all customers utilizing excellent customer service. Build and maintain a positive rapport with all applicants and residents. Conduct follow-up with prospective residents. Assist in responding to prospective resident complaints as directed by the Property Manager. Assist in the planning and execution of resident functions as allowed by the budget and resident retention needs. Communicate with, listen and respond to co-workers and customers. Lead by example, motivating the entire team to keep the Donaldson Group Promise. Take advantage of opportunities to go above and beyond for all customers. Take resident service requests accurately to ensure maintenance personnel can complete the request properly. Employee Management Lead by example, motivating the entire team to keep the Donaldson Group Promise. Supervise, train, coach team members, as directed by the Property Manager. Assist Property Manager with employee disciplinary issues, as directed. Assist Property Manager with employee evaluations and recommendations for salary increases, as directed. Resident Retention Program. Marketing Inspect the curb appeal and presentation of the property, as assigned. Keep accurate records of traffic and leases using the property management software system. Recommend leasing specials to the Property Manager, as needed. Recommend customized marketing strategies to generate traffic. Perform outreach, as directed. Maintain current market survey, as directed. Maintain current Market Survey. Maintain current knowledge of market and competitor properties. Manage resident retention program, as directed. Lease Processing Ensure the completion of lease paperwork in accordance with company policies and have a comprehensive knowledge of lease procedures and processing for federal, state and local jurisdictions. Process/review applications for pre-approvals (credit check, income requirements, rental history, etc.) and submit applications to Property Manager for approval. Prepare accurate lease packages in a timely manner. Move-in orientation to include pre-apartment inspection, lease signing and move-in inspection with resident. Inspect made-ready units to ensure quality. Coordinate with the Property Manager to ensure timely unit turnover to accommodate move-ins and to minimize vacancy loss. Ensure accurate and timely reporting of move-ins and move-outs. Prepare monthly property lease renewals. Administration Perform regular inspections of common areas and grounds. Manage pre-move out inspection list and post-move out inspections. Ensure accurate and timely recording of notices to vacate. Inform departing residents of legal and financial obligations to property (eg termination fees, improper notice penalties, etc). Assist with scheduling vacant apartment turnover work, as directed. Ensure accurate and timely recording of notices to vacate, move ins/move outs. Monitor and assist all bookkeeping duties. Collect rents. Ensure daily deposit of funds into bank. Ensure collection of appropriate fees (eg tenant damage, late fees, legal fees, pet fees). Prepare cash reports in accordance with policies and procedures. Maintain necessary records of all financial transactions of the property. Promptly address delinquent accounts in accordance with federal, state, and county procedures. Prepare late notices and all collection-related correspondence. Prepare suit and writ list as dictated by county regulations. Assist in preparing for and/or attend legal proceedings regarding rent or civil matters. Prepare former residents' security deposit dispositions accurately and timely. Process Bad Debt accounts and turnover to collection agencies. Maintain tracking system for Bad Debt. Maintain complete resident files. Prepare resident correspondence. Assist in the preparation of weekly and monthly financial reports, as directed. Ensure that timely and accurate monthly close-out procedures are completed. Maintain adequate inventory of office supplies within budgeted guidelines. Assist in processing of payables, payroll and bonus submissions, as directed. Attend scheduled owner's meetings, staff meetings and resident meetings as required. Assist Property Manager with special projects or other duties as assigned by supervisory personnel. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND/OR EXPERIENCE An associate's degree or equivalent is preferred. Two years related experience and/or training in residential property management experience is required. The ability to manage multiple tasks in a fast-paced environment is crucial, as well as maintaining a professional appearance and demeanor at all times. General accounting and marketing experience is helpful. CERTIFICATIONS, LICENSES AND/OR REGISTRATIONS The Institute of Real Estate Management's Accredited Residential Manager (ARM) or The National Housing Association's Certified Apartment Manager (CAM) designation is preferred. IREM's Certified Occupancy Specialist (COS) or NHA's National Apartment Leasing Professional (NALP) is desirable. SKILL SET Excellent written and verbal communication skills are required. The ability to read and interpret documents, write routine reports and correspondence, and speak effectively before groups of residents or employees is needed. Outstanding interpersonal skills are needed. The ability to solve practical problems and employ rational decision-making skills is a must. Also necessary is the ability to think and react quickly where only limited standardization or direction exists. Staying calm and handling high pressure situations is requisite. Mathematical skills, such as the ability to apply concepts like fractions, percentages, ratios, and proportions are necessary. The ability to keep records of a site's financial transactions is mandatory. The ability to understand and/or compile reports regarding cash receipts and expenditures, accounts payable and receivables, and profit and loss is also a must. Computer literacy is essential. Knowledge of Windows-based software is required. Proficiency in Microsoft Word and Excel is necessary. Knowledge of MRI and other accounting/property management software is desired. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the primary duties of this job, the employee is regularly required to: Communicate with and listen and respond to co-workers and customers. Frequently walk the property to show available apartments and/or the model apartment to prospective residents. Occasionally lift and/or move up to 10 pounds.