Assistant Community Manager

Job Summary

The Assistant Community Manager (ACM) oversees the staff in the Community Manager’s absence. The ACM works closely with the Leasing Office team to achieve optimum occupancy, rental collections, and rent revenue. The position provides exceptional service to residents, future residents, and internal team members (and vendors). The ACM maintains the bookkeeping for the community, disperses legal documentation, assists in all marketing efforts, assists in budget meetings/processes, and contributes to the overall leasing process.

Essential Job Functions

• Maintain familiarity with all procedures and requirements of accounts payable and accounts receivable.
• Assist with the filing of court documents for eviction, attend scheduled court hearings, and actively participate in the legal process as needed.
• Prepares and reviews Resident Ledgers for mathematical accuracy and proper entry for the Community Manager to review.
• Maintain deposits and rental collections.
• Organize key administrative functions to ensure that the required forms, deposits, schedules, and information are prepared and up to date.
• Monitor landlord-resident relations and mediate disputes when necessary.
• Notify residents of all issues affecting their tenancy including rent collection and collecting on delinquent accounts.
• Provide general administrative assistance for the Leasing Office to ensure that the operation is effective and efficient.
• Ensure that all maintenance requests are handled satisfactorily. Follows up with residents to gain feedback about completed service orders on a weekly basis.
• Monitor and ensure that resident accounts are accurate on the property’s general ledger.
• Assist the Community Manager with maintaining building security measures, documenting incidents, and sending proper notifications to management, owners, and insurance carriers.
• Maintain a current task list related to administrative, facility, and market-driven property issues and concerns.
• Review and screen all applications for the Property Manager’s approval.
• Assist the Community Manager in responding to resident concerns and complaints. Counsel residents and provide referrals to appropriate agencies.
• Assist the Community Manager in inspecting apartments for move-in/out condition and turnover status as required.
• Complete move-out statements and deposit accounting letters.
• Ensure all renewal lease agreements are executed on time.
• Remain current on and compliant with policies and laws affecting the marketing and leasing of the property, including the Company’s leasing agreement, landlord-tenant code, Fair Housing laws, and other applicable laws.
• Maintain regular daily office hours ensuring adequate coverage on weekends and holidays.

Marketing-Related Functions

• Assist with the development and updating of collateral materials, including web-based marketing, detailing the property’s unique features, amenities, size, vacancies, rental rates, and current leasing promotions.
• Assist the Community Manager with reassessing property and completing competitive marketing analysis.
• Execute marketing and advertising campaigns for apartment leasing and assist the Community Manager with coordinating leasing events such as tours and resident promotional activities.
• Maintain knowledge and awareness of the company’s marketing strategy, property competition, and other market conditions affecting leasing and operations.

This job description is not designed to cover or contain a comprehensive list of the activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice.