Assistant Community Manager (PG)

COMMUNITY MANAGER / ASSISTANT COMMUNITY MANAGER 

 

Summary of Responsibilities 

The Community Manager is fully accountable for ALL community operations including marketing, leasing, accounts receivables (delinquency & collections), accounts payables, resident retention, resident relations, physical asset maintenance, and contractor management.  

 

Key Performance Indicators 

A successful Community Manager will routinely achieve the following performance metrics: 

Economic Occupancy greater than 96% 

Delinquency less than 1% of Rental Income 

Maintenance expenses within the Community’s Maintenance Budget 

Work Order completion within 3 days of submission 

Make Ready completion within 5 days of moveout 

 

Core Values 

A Community Manager must embody the following unchanging values: 

Integrity: perfectly honest and dependable with high levels of work quality 

Safety: behavior-based leadership that reinforces stop work authority, PPE & SDS compliance, and workplace cleanliness 

Work Ethic: punctual (attendance) and task oriented producing a high quantity of work 

Teamwork / Respectfulness: assists in team responsibilities; receptive to feedback and mentorship 

 

Technical Responsibilities 

Marketing: market comparable analysis, traffic generation, social media influence, response effectiveness 

Conducts monthly surveys (Comparable Property Questionnaire) and marketing plan updates 

Produces steady and significant prospect volume (typically 15 prospects : 1 lease) 

Engages in professional social media interactions and monitors social media advertisements 

Leasing: ability to close, closing ratios, lease file completeness and accuracy, applicant screening quality 

Enforces Community qualifying criteria in a fair and consistent manner for all applicants 

Review and approve all application files and lease files (QUALITY REVIEWS) 

Completes background screenings, rental history verifications, employment verifications, pet screenings in accordance with Company’s Operational Excellence Handbook 

Accounts Receivable: delinquency, eviction success, collection status, resident ledger accuracy, other income generation 

Ensures that all rents are collected and posted and deposited on a daily basis 

Performs without error the eviction process including issuing Notice to Vacates on Day 4, Eviction filings on Day 8-10, Lock out Notices for all unresponsive residents, represent Company in Eviction Proceedings 

Resident Retention and Relationships: occupancy, renewal and retention percentage, resident communication, conflict resolution, fair housing compliance 

Implements and enforces with lease violations the COMMUNITY POLICIES  

Participates in Resident PILLARS OF SUPPORT activities 

Oversees the 120 LEASE RENEWAL program for maximum retention 

Accounts Payable: budget compliance, zero gap PO approvals, invoice correctness (i.e., scope and price), aged vendor payments 

Assists in annual budget preparation, analyzes monthly budget variance, and administers daily budget tracking 

Confirms all invoices are received within each month (i.e., check Purchase Orders list and vendor statements) 

Ensures that all vendors have an approved Purchase Order prior to commencing work or procuring supplies 

Ensures invoices are paid prior to its due date 

Physical Asset: make ready quality and schedule, service request closure rates, preventative maintenance / hug-a-building implementation 

Plan, schedule, and manage completion of Service Requests within 3 days of submissions 

Plan, schedule, and manage make ready completion within 5 days of move-out adhering to the Make Ready Planning and Punchlist process 

Approve make ready completion and upload documentation to the Unit Documents 

Confirms daily community cleanliness and curb appeal 

Contractor Management: vendor scheduling, vendor quality, warranty usage 

Ensures that all vendors have an approved Purchase Order prior to commencing work or procuring supplies 

Verifies Contractor work is completed and of satisfactory quality; if not, coordinates required rework 

Other: 

Conduct all business in accordance with company policies and procedures, Fair Housing, ADA, Fair Credit Reporting Act, OSHA, EPA, and all other Federal, State and Local laws pertaining to Multi-Family Housing 

Must maintain all records in a complete and organized manner as described throughout the Companies Policy & Procedures Manual and in full compliance with outside regulatory boards which may be applicable (EEOC, OSHA, EPA, HUD, etc.) 

Comply with all other requirements within the Company’s Operational Excellence Handbook including the Community Manager Monthly Checklist 

Hire, train, motivate and supervise all on-site staff in order to achieve operational goals assigned to the property. This will include team building, training, annual reviews, approval of payroll and overtime. Constantly and consistently review all leasing performances and paperwork. 

It is the responsibility of the Community Manager to fill in as a Leasing Consultant or Assistant Community Manager performing those duties should the need arise. 

The Community Manager shall be responsible to respond to all emergency situations, preparing all necessary reporting and notifying the Regional Manager 

Assist with any other duties as specifically requested by the Regional Manager and/or Executive Vice President 

Flexibility with scheduling and coverage as required by site and Regional Manager 

 

Leadership Framework 

Leadership is not limited to job responsibilities; a successful leader will exhibit: 

Words of Positivity: develops others, comradery, addressing challenging environments, motivation, perspective 

Focused Urgency: assertiveness, business objective prioritization (i.e., occupancy, delinquency, service requests, budget compliance), prioritization 

Professionalism: shop / office organization & cleanliness, interfaces with clients and vendors, personnel attire 

Business Making Decisions & Problem Solving: benefit-to-cost analysis, selection of work scope, purchasing strategies, negotiations 

 

Additional Skills and Abilities 

Proficient with Microsoft Office Suite 

Proficient with ResMan 

Excellent verbal and written communication skills 

Excellent interpersonal and customer service skills 

Understanding of laws, guidelines, and best practices of property management 

Education and Experience 

Bachelor’s degree in Business Administration, Accounting, Real Estate, Finance, or related field required and three to five years of related experience required; or 

Fifteen years of related experience required 

Physical Requirements:  

Prolonged periods sitting at a desk and working on a computer 

Must be able to lift up to 15 pounds at times 

Flexibility to work weekends 

 

Disclaimer: The purpose of this job description is to communicate the responsibilities and duties associated with the position of Community Manager/Assistant Community Manager. It should also be noted that some responsibilities and duties might not be specifically addressed.