Assistant Property Manager

Administrative Assistant  |  Customer Service  |  Property Manager  |  Accounting Assistant  |  Assistant Property Manager

JOB TITLE: Assistant Property Manager

DEPARTMENT: Blue Sky Miami Property Management Division

REPORTS TO: Property Manager


SUMMARY:

This position is designed to prepare individuals for a position as a Assistant Property Manager. An Assistant Manager will be asked to assume greater responsibilities upon and applying knowledge of all aspects of property management as well as displaying maturity and good judgment. The Assistant Manager serves as the individual responsible for the property in the absence of the Property Manager and serves as a role model to peers.


ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following. Other duties may be assigned.

Works under direction of the Property Manager and Blue Sky Miami in meeting guidelines of Board of Directors.

  • Inspects community and facilities in order to determine maintenance and security needs.
  • Documents, interviews and assists residents regarding complaints about direct employees and vendor staff conduct.
  • Inspects and directs inspection of premises detect safety hazards and to ensure the safety rules are posted and enforced.
  • Promptly investigates and makes a full written report of all accidents or claims for property damage and personal injury relating to the ownership and maintenance of the common elements and operation of the Association, including damage or destruction to common elements.
  • Assists in preparation of reports and insurance claims for damages to Association property, including estimated cost of repair, and causes repairs to be made in accordance with the Board of Director's approval.
  • Coordinates preparation of agenda for monthly meetings of the Association; attends committee meetings; prepares Minutes; and supervises file and record management.
  • Attends meetings of the Board of Directors and Annual or Special Meetings of the Unit Owners.
  • Assists in preparation of monthly financial reports and reviews same for accuracy and variance trends.
  • Provides monthly management report to Board of Directors with recommendations, as appropriate, to enhance community appearance, values and promote harmony among residents.
  • Maintains a businesslike relationship with Unit Owners whose requests for services shall be received and recorded so that requests can be acted upon expeditiously.Any serious complaint shall be fully and promptly investigated and reported to the Board of Directors.
  • Assists in establishing operational procedures for activities such as fire prevention and fire fighting, traffic control, guarding and patrolling physical property and investigation of accidents or criminal acts.
  • Assists in preparation of the Annual Budget.
  • Prepares recommendations for collection action on delinquent accounts and acts as liaison with legal department and Association counsel and Board.
  • Assists in monitoring compliance with Rules and Regulations and shall implement procedures for handling violations; drafts and signs correspondence and required notices in connection with Unit Owners who are in violation of the Declaration and Rules and Regulations; and maintains accurate records to follow up on rule violations and acts as liaison with counsel if legal action is required.
  • Solicits bids or maintenance and construction projects and participates in selection of contractors and vendors.
  • With prior Board of Director approval, makes service contracts, contracts for furnishing of landscape maintenance, janitorial and maintenance services, water, electricity, gas, telephone, pool maintenance, exterminator service, repairs or reconstruction of structural improvements, preventive maintenance, and such other services deemed to be in the best interests of the Association and necessary in order to administer the Association in a first-class manner in accordance with the Declaration.
  • Subject to the approval of the Board of Directors, supervises, hires and fires contractors rendering services to the Association.
  • Inspects and assures repair and maintenance of equipment and building components and reviews invoices to confirm work completion and contract compliance.
  • Reviews and approves payroll for all direct employees and reviews and codes vendor invoices before payment.
  • Processes and tracks all architectural change requests by Unit Owners.

    LEADERSHIP

    1. Represents the company in a professional manner at all times.

    2. Assists the overall team effort through effective leadership.

    3. Analyzes concerns associated with apartments, which are slow to lease, and offers recommendations.

    4. Assumes supervisory responsibilities and management of the property in the absence of the Property Manager.

    5. Understands and complies with Fair Housing laws and standards.

    CUSTOMER SERVICE

    1. Assists in the handling of resident service requests and various concerns as required.

    2. Conducts follow-up activity as needed with new and current residents in order to establish and maintain positive resident relations.

    OTHER JOB FUNCTIONS

    1. Assists with and attends community sponsored resident function and activities.

    2. Assists in creating the monthly newsletter.

    3. Attends and participates in training classes and seminars as requested.

    4. Maintains open communication with Property Manager and Maintenance Supervisor.

    5. Performs other duties as assigned.


    SUPERVISORY RESPONSIBILITIES:

    Manages subordinate supervisors who supervise other employees in the property. Is responsible for the overall direction, coordination, and evaluation of these units. Also directly supervises non-supervisory employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


    COMPETENCY:

    To perform the job successfully, an individual should demonstrate the following competencies:

    Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data.

    Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

    Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

    Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to other's ideas and tries new things.

    Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

    Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically, Upholds organizational values.

    Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation: Able to deal with frequent change, delays, or unexpected events.

    Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.


    QUALIFICATIONS:

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the 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:

    One-year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.


    LANGUAGE SKILLS:

    Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.


    MATHEMATICAL SKILLS:

    Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.


    REASONING ABILITY:

    Ability to apply common sense understanding to carry out instructions furnished in written, oral. Or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.


    COMPUTER SKILLS:

    To perform this job successfully, an individual should have knowledge of Internet software; Project Management software; Spreadsheet software and Word Processing software.


    CERTIFICATES, LICENSES, REGISTRATIONS:

    Associates or equivalent, CAM


    OTHER SKILLS AND ABILITIES:

    Must have a positive outlook, do well with the public and be patient.


    OTHER QUALIFICATIONS:

    Highly energetic and capable of handling various tasks.

    Physical Demands: The physical demands described here are representatives 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 duties of this job, the employee is regularly required to walk; reach with hands and arms; talk or hear and taste or smell. The employee is frequently required to stand; sit and use hands to finger, handle, or feel. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and depth perception.

    Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is regularly exposed to fumes or airborne particles. The employee is frequently exposed to moving mechanical parts and outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions; high, precarious places; toxic or caustic chemicals; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.

    Scheduling: The employee is subject to schedule changes and/or overtime as required by the job and his/her supervisor. This may include working weekends, working after the course of normal business hours and at other times as required by the job. The employee is subject to these schedule changes on as little notice as 24 hours.

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