The Residential Assistant Property Manager with direction from the Property Manager is accountable for lease administration and budget & expense management for both residential properties and mixed use commercial properties with ground floor retail and or condo units. This position is primarily focused on the back office operations of a management office with an emphasis on lease administration, rent collection, payables administration, and insurance certificates.
ESSENTIAL FUNCTIONS:Work closely with the Property Manager to assign tasks on a monthly basis to ensure timely completion of supporting tasks such as unit turnovers, marketing plans that support leasing activities, preventive maintenance tasks, etc. are completed to avoid disruptions or additional costs. Ensure leases and other required data is input into Yardi by the administrative team in a timely and accurate manner. Track submission of operating expense payables into NEXUS to ensure timely payment thereof within 30 days of an approved invoice being submitted. Work closely with Accounting to ensure timely posting of rents, security deposits and rent payments. Track receipt of rent payments to ensure posting of late fees as stated by the residential or if appropriate, retail leases. Monitor the check scanning device to ensure accountability of all rent payments made at the property. Access Yardi to set up resident billings, revenue accounts, security deposit and lease term within 48 hours of a lease being fully executed. Verify property rent rolls to ensure (a) accurate occupancy and (b) rental rates. Ensure timely notice is given to all delinquent tenants or residents using CIM’s pay or quit notices, and as appropriate, submit lease documents to legal for the eviction of the resident or tenant. Maintain first class professional management office for our visitors to see at all times. Ensure files are maintained and up to date for (i) residential leases, (ii) vendor files, (iii) building files and (iv) general operating files.
NON-ESSENTIAL FUNCTIONS:Must be able to work on weekends as reasonable requested. Team player who is committed to getting the job done might have to work on weekends (as required). Must be detailed oriented, proven ability to multi-task and well organized.
SUPERVISORY RESPONSIBILITIES Oversight of leasing associate and property coordinator.
EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)Bachelor’s Degree required. At least two years prior experience working in a residential property management. Must possess a valid state-issued driver’s license.MS Office including Excel, Word, PowerPoint, OutlookFamiliar with Nexus Payables or similar software application.Familiar with Yardi or similar software application.
KNOWLEDGE, SKILLS AND ABILITIES:Read and interpret documents such as office equipment maintenance and instruction manuals, company policies and procedures documents. Ability to write correspondence and/or reports accurately in a concise and detail manner. Ability to effectively present information to tenants, vendors, contractors and other employees of the organization. Ability to read, analyze and interpret lease agreements, financial reports and/or legal documents. Ability to respond to common inquiries or complaints from tenants, regulatory agencies, other areas of the company, and/or members of the business community.Ability to apply common-sense understanding to carry out instructions.Ability to solve practical problems. Ability to define problems, collect data, establish facts and draw valid conclusions.Ability to compute rate, ratio and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume.Can calculate monthly and year to date financial variances.
PERFORMANCE METRICS:All delinquent rent tenants or residents are billed late fees and given appropriate pay or quit notification by the 10th of each month.Provide accurate financial variances for owner reports.Maintain delinquency at less than one month rent balance.Ensure accounting deadlines are met for Yardi lease input, move outs, reserve and write off of bad debt.Property maintenance meets CIM’s stated requirements.Maintain operating costs at or below budgeted amounts on a year-to-date basis.Accuracy and timeliness of the completion of owner reports and other required corporate reporting related to the property. Feedback from tenant questionnaires and corporate surveys.