Assistant Property Manager - Weymouth, MA.
Job description
General purpose of the Assistant Property Manager is to assist in directing and coordinating the activities of on-site management. Assists in effectively implementing procedures, cost controls and policies. Monitors monthly financial reporting to client/owners. Keeps exemplary resident and client/owner relations within CJ, as well as other duties as assigned. Will be required to abide by all Corcoran Jennison Handbook Policies and Procedures, as revised from time to time.
The Assistant Property Manager must possess sufficient office skills and aptitudes to perform a variety of functions relating to the administration of the Management office. All information pertinent to resident occupancy status must be reported immediately to the Property Manager. Such things include, but are not limited to: terminations, dissatisfied residents, satisfied residents, requests for unusual services, requests for permission to pay rent late, changes in family sizes, disturbances by residents or guests, etc.
Position Responsibilities:
Resident Relations and Administration
Acts as the Property Manager in his/her absence.
Prepare and coordinate the executed lease and verify that all documents are in order with necessary signatures and/or authorizations.
Coordinate with Marketing, if applicable the preparation of welcome package and a letter for Property Manager's signature.
Set up process and maintain new resident files in accordance with property filing system.
Prepare move-out reconciliation form for Property Manager's approval to remove vacating residents from computer system.
Maintain and track vendor Certificates of Insurance, contracts and scope of work.
Maintain security access system, if applicable, issue security/access cards, per resident authorizations.
Maintain Property Management Software System.
Assist Manager by preparing all invoices for residents for miscellaneous charges and/or damages.
Open Mail and process all bills for payment according to established procedures, including coding of check requests and submit to Property Manager for approval.
Answer office telephone. Open and sort daily mail. Upkeep of demographic records. Update any unit lists annually, and assist in the monthly newsletter. Greet applicants and residents and respond to inquiries.
Process maintenance service requests from residents. Work orders are to be entered into the Property Management Software.
Keep key cabinet and key system of all security doors, apartment doors, clubhouse and utility areas in good order and up to date.
Maintain accurate records on vacancy and turnover of subsidized units. Fill vacancies from waiting lists and/or according to approved guidelines. Coordinate with rental staff information on vacancy and turnover of market units, so that the management office has clear and complete vacancy picture at all times.
Coordinate and schedule the reservation of clubhouse by residents. Follow established policies for collecting deposit and distributing keys. Inspect the condition of the clubhouse after use, before returning deposit.
Make regular trips to local post office, printer, etc., as required for site business.
Provide manager with support in preparation of governmental and owner reports.
Other related tasks or special projects may be assigned by the Property Manager as necessary.
Supervisory Responsibilities:
As assigned by Property Manager.
Education and Experience:
High School Diploma or equivalent
Business applications – knowledgeable and skilled in Microsoft Office
One to two years of Property Management experience preferred, or 1 to 3 years of relevant experience
Certificate, Licenses and Registration:
Accredited designation from NAA or IREM that reflects industry standards
Physical and Other Demands:
Physical Requirements:
Being on foot, bending, stooping, squatting, kneeling, climbing stairs and ladders, pushing or pulling, reaching above shoulder height, grasping, gripping, turning, lifting and carrying 1-25 lb. items, performing general and detail observation, working at above ground height, using finger dexterity, operating equipment or tools, following instructions, reading and/or comprehending manufacturer’s and product label directions, communicating with other staff members, working indoors, and using adequate vision and mobility. Writing to complete reports and requests, observing things clearly beyond an arm’s reach, lifting and carrying of items weighing 1-50 lbs., and driving vehicles. Working outdoors in all conditions. Other requirements as requested.
Vision requirements, as appropriate, to observe areas needing attention/correction. Read cautionary labels, respond to written instructions from staff. Ability to see things clearly beyond arm’s reach. Observe and assist maintenance, observe problems throughout property.
Hearing requirements not essential. Ability to hear clearly to receive instructions from management. Written instructions acceptable.
Must be able to speak and communicate clearly in English.
Transportation Requirements:
If driving company vehicle, drivers license and adherence to company driving policies. Will require available transportation method to visit site locations.
Working Environment:
Constantly outdoors, all conditions, often for extended period. Position frequently requires ability to work indoors. Occasional exposure to paint fumes, solvents, adhesives, etc. (Example - apartments during/after make-ready, painting duties, etc.) Occasional need to work in awkward or confining positions. Also may work in conditions in the case of fire, exposure to mold and/or other hazardous substances.
Start your career with CMJ!
Job Overview
Reports To: Property Manager
Date Posted: 04/10/2024
Location: Weymouth, MA
Experience: 1-2 Years
Qualification - Highschool Diploma or Equivalent