Main Responsibilities and Required Skills for Assistant Community Manager
An Assistant Community Manager is responsible for assisting the Community Manager with the day to day operations. They take client calls and manage work order process, vendors, and client issues. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Assistant Community Managers.
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Main Responsibilities of Assistant Community Manager
The following list describes the typical responsibilities of an Assistant Community Manager:
Accept
Accept and respond to owner inquiries within 24 hours.
Accept service requests and routes to maintenance.
Access
Access computerized financial information to resolve vendor and payment disputes.
Adjust
Adjust doors, door handles and latches throughout the building as needed.
Administer
Administer the process for welcoming and coordination of registration of new tenants and owners.
Assist in / Assist with
Assist CM in administrative duties as required.
Assist Community Manager in lease enforcement through proper notice practices as needed.
Assist Community Managers with gathering of Vendor W-9 and insurance information.
Assist Community Manager with the day to day operations, as needed.
Assist in board packet preparation / copying as directed by Community Manager.
Assist in collection of assessments and preparation of receipts.
Assist in hiring and training of new team members as needed.
Assist in lease transactions by typing leases, gathering applicant's history and credit approvals.
Assist in maintenance of work order system and in following purchase order procedures.
Assist in Social Media advertising as directed by the Manager.
Assist in the creation of annual budgets and monthly variance analyses.
Assist in typing monthly reports.
Assist Manager and Treasurer in preparation of annual budget.
Assist the Community Manager in effectively managing the assigned property.
Assist the manager in supervising, training, and developing and growing a team.
Assist the Resident Services Manager with collection of delinquent rents.
Assist with any customer complaints.
Assist with daily and month-end reporting including accurate reporting on resident ledgers.
Assist with move in, annual, periodic and move out suite inspections, as required.
Assist with obtaining leasing goals in accordance with the occupancy strategy.
Assist with processing of insurance claims.
Assist with the scheduling of contractor work and coordinate with residents.
Assist with t planning and implementation of corporate events.
Bend
Bend over to pick up items from ground level, turn from side to side.
Call
Call or visit competitive properties to update market survey on a monthly basis.
Change
Change voice mail and apply out-of-office email greeting when out of the office.
Collect
Collect rent and control delinquency.
Communicate with
Communicate effectively and productively with supervisors, staff, residents, and vendors.
Communicate effectively with people from very diverse backgrounds.
Communicate with Community Manager regarding accuracy of invoices received.
Complete
Complete annual re-certifications on schedule.
Conduct
Conduct fire and disaster drills as required by Company policy.
Conduct service follow-up with resident when work is completed.
Confirm
Confirm work is on schedule, done per contract, advise Board of compliance issues.
Contact
Contact each Notice-to Vacate and attempts to convert them to a renewal.
Contribute to
Contribute ideas to manager for marketing community and improving resident satisfaction.
Coordinate
Coordinate move in orientations as required.
Coordinate with property management to oversee leasing and operations.
Copy
Copy forms for the annual meeting.
Create
Create an autonomous, engaging, and rewarding environment where you will be valued.
Create presentations for senior management.
Create purchase orders in Yardi.
Create work order tickets, follow-up on work orders and ensure timely completion.
Delegate
Delegate inspections or inspects with resident all move-in / move-outs.
Deposit
Deposit all monies prior to bank close each day.
Develop
Develop and implement asset level business plans.
Draft
Draft letters to owners to be reviewed or approved by the board or committee chair.
Drive
Drive Results – Consistently achieves results, even under adverse circumstances.
Educate
Educate residents on availability of Rent Cafe portal to enter service requests.
Ensure
Ensure all documents are available, stored and / or retained per code and best practice standards.
Ensure Anchoring System is inspected and repairs made when needed.
Ensure bulletins are posted and easily accessible on the website.
Ensure compliance with all Federal, State and local laws.
Ensure financials are available timely.
Ensure landscape lighting and outdoor building lighting is always fully functionally.
Ensure lease files are complete and filed properly.
Ensure on-time completion of annual re-certifications.
Ensure resident satisfaction and external contractors are compliant to work order requests.
Ensure that unsafe conditions are corrected in a timely manner.
Enter
Enter work orders into Yardi for existing residents as necessary.
Escalate
Escalate emergent or urgent incidents to ensure swift resolution.
Follow
Follow through on various requests.
Greet
Greet potential residents, provide information and show apartments available for rent.
Greet prospective clients, shows property and performs leasing duties as necessary.
Handle
Handle calls from residents and vendors as delegated.
Handle difficult tasks with empathy, but never shy away from a challenge.
Handle emergency repairs in common area promptly, i.e. pool pump / heater issues.
Identify
Identify ways to increase efficiencies and productivity for implementation.
Inspects
Inspects belts on Exhaust System.
Inspects move-outs and vacant units as requested by Community Manager.
Inspects property and identifies maintenance and security issues.
Inspects property, picks up litter, reports service needs to Community Manager or Service Supervisor.
Interact
Interact with co-workers, supervisors, guests and the public in a professional and pleasant manner.
Issue
Issue appropriate notices (i.e. late payments, evictions, NSF checks).
Issue notices, schedules vacancies, prepares, and monitors turnover forms.
Keep
Keep track of a crazy number of details – without feeling like your head might explode.
Keep website up to date, prepare / send eBlasts.
Lead
Lead the team in establishing creative marketing strategies to increase traffic.
Learn
Learn and ensure compliance with all company, local, state and federal safety rules.
Log
Log the hours of the emergency generator - checks diesel fuel levels & tops up as needed.
Maintain
Maintain AC application files- approved or not.
Maintain accurate records in Yardi.
Maintain a contract spreadsheet update as needed.
Maintain a daily phone log and daily things-to-do log.
Maintain all necessary records of financial transactions including monthly reporting.
Maintain a log of all work performed by outside third party vendors.
Maintain awareness of local market conditions and trends.
Maintain Board and HOA files, resource materials, and documents, such as maps, plans, surveys.
Maintain cleanliness and ensure everything is in find working order.
Maintain communication with Board, committees, vendors and owners / residents.
Maintain courteous communication with the owners, residents and representatives of other companies.
Maintain general office and vendor files.
Maintain Guest information for future follow-up and record keeping regulations.
Maintain positive relationships with residents based on mutual respect, trust and integrity.
Maintain positive resident relations attitude.
Maintain professional appearance and attitude at all times.
Maintain property occupancy through creative marketing ideas and renting apartment homes.
Maintain reliable transportation to community, if applicable.
Maintain reservation for all assigned pools and clubhouses.
Maintain website- ensure postings are up to date.
Make
Make payroll entries each day in accordance with employee handbook.
Make copies of meeting packs for the community board and annual meetings.
Make daily bank deposits.
Manage
Manage and input data into ActiveNet, Connect and additional software systems.
Manage and process all income as required.
Manage and resolve resident concerns.
Manage annual owner / tenant registration process.
Manage delinquencies, eviction filing, month end reporting and invoice processing.
Manage gaming communities on various channels, including Reddit, Discord and forums.
Meet
Meet with residents to resolve issues and complaints.
Model
Model excellent customer service towards all customers.
Monitor
Monitor and address resident violations as required.
Monitor resident satisfaction through various methods of communication.
Monitor the performance of existing portfolio investments.
Obtain
Obtain and summarize proposals on various projects for Community Managers.
Operate
Operate computers programmed with accounting software to record, store and analyze information.
Organize
Organize and file all applicable reports, leases and paperwork.
Oversee
Oversee all accounting transactions and ensure all rents are collected, posted and deposited daily.
Oversee lease renewal program for appropriate retention rate.
Oversee maintenance staff in regards to unit turn overs and work orders.
Oversee move in and move out process.
Oversee occupancy and resident satisfaction at the community.
Oversee social events, create a collaborative environment and work to make each member feel at ease.
Oversee property operations and staff in Community Manager's absence.
Oversee the operations of a multimillion dollar, multifamily apartment home community.
Participate in
Participate in the full leasing process.
Participate in training in order to comply with new or existing laws.
Perform
Perform all other tasks assigned by manager.
Perform any additional duties assigned by Community Manager or Property Supervisor.
Perform or assist with any operations as required to maintain workflow and to meet schedules.
Perform other duties as assigned.
Perform other duties as assigned which relate to the success of the community and the brand.
Prepare
Prepare and maintain complete resident files.
Prepare and send violation notices to owners.
Prepare and updates reports as delegated by Community Manager.
Prepare, copy, and distribute meeting packet- including emails, applications.
Prepare correspondence relating to association business as directed by Community Managers.
Prepare correspondence to owners, vendors-answer their inquiries.
Prepare detailed financial models and forecasts.
Prepare, distribute and post agenda.
Prepare documents and check requests for filing with the various counties.
Prepare final statement of accounting notices for previous residents.
Prepare, set-up and attend the annual meeting.
Prepare the board books for board members.
Prepare violation letters.
Process
Process all evictions and proceed through the judicial system in accordance with company policy.
Process all security deposit move-out reports.
Process all sure deposits.
Process any / all payments and update Entrata with daily notes.
Process financial move outs / sets up any payment arrangements if needed.
Process incoming Ballots by alphabetizing and logging them on membership list.
Process move-ins and move-outs.
Process payments in accordance with company policy.
Produce
Produce requested reports and assemble Board Packets in a clean, orderly, and professional fashion.
Produce requested reports for board packets in a clean, orderly, and professional fashion.
Proofread
Proofread all lease paperwork and processes move-ins and move-outs.
Provide
Provide back assistance as needed to the business center.
Provide coverage for the executive administrative assistant when out of the office.
Provide detailed move-in information to incoming residents.
Provide guidance to board / committees on policy issues and HOA governance.
Provide research and reporting for different special projects.
Provide time with family and friends with Company paid holidays.
Publish
Publish / hand-deliver quarterly / post online quarterly newsletter as directed by the BOD.
Receive
Receive, log and properly code all invoices for Community Manager's approval.
Record
Record all transactions in Yardi Voyager and deposit money in the bank.
Record monies collected and prepare bank deposit slips on an on-going basis.
Represent
Represent the company in a professional manner at all the times.
Respond
Respond and handle common area concerns timely (dead rodents) reported by owners.
Respond to email alerts from computer controls for HVAC system.
Review
Review and adjustment of computer controls for HVAC.
Review and distribute assigned CM's In and Out Box / File daily.
Review / approves applications.
Scan
Scan and uploads board packets, annual meeting packets and minutes for all communities.
Secure
Secure and manages lease renewals and prepares new lease paperwork for approval.
Send
Send all collection files to appropriate agency within thirty (30) days of move out.
Set up
Set up board meetings up in Connect Calendar and emails notice / agenda to owners.
Show
Show property to prospective new residents.
Spend
Spend extended periods of time standing.
Stay
Stay informed and aware of rents, specials and events promoted by competitors.
Submit
Submit all charge-backs for association(s) monthly.
Support
Support and encourage your own personal development and growth.
Support the existing Community Manager with all facets of their responsibilities.
Support working relationships with local law enforcement and emergency agencies.
Take
Take client calls and address issues within 24 hours.
Take client calls and manage work order process, vendors, and client issues.
Take instructions from supervisors.
Track
Track late payments, apply late charges in accordance with company policy.
Track owner responses and schedule Board hearing if necessary.
Track progress (grid) of work in progress.
Transcribe
Transcribe and type documents and letters as required.
Troubleshoot
Troubleshoot computer / iPhone issues before opening an IT ticket if needed.
Troubleshoot problems and calls in appropriate vendors - plumbers, electricians, etc. as needed.
Understand
Understand and adhere to QuadReal's Health and Safety policy.
Update
Update and generate all required association and management reports.
Update on daily basis all rents, deposits and application fees received by residents and applicants.
Update resident information and coordinate resident access to community websites.
Update to computer controls for HVAC system- each quarter.
Use
Use the approved lease and credit reporting application.
Utilize
Utilize electronic filing system and Connect to maintain accurate resident records.
Verify
Verify that all monies received correspond with lease.
Walk
Walk on even or uneven surfaces frequently during the course of a day.
Wear
Wear and maintain assigned uniforms and abide by uniform policy.
Work with
Work moderately complex assignments.
Work with Security Vendor to maintain 24 / 7 coverage.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Assistant Community Manager:
MS Office
Annual Drills
Customer Service Delivery
Life Safety Standards
Monthly Testing
Office Management
MS Outlook
Safety
Most In-demand Soft Skills
The following list describes the most required soft skills of an Assistant Community Manager:
Written and oral communication skills
Problem-solving attitude
Attention to detail
Flexible
Professionalism
Initiative
Listening
Organizational capacity
Cheerful attitude
Tech savvy
Work independently with little direction
Self-starter
Time-management
Bilingualism
