Main Responsibilities and Required Skills for an Assistant Property Manager
An Assistant Property Manager plays a crucial role in the management and operation of real estate properties. They assist Property Managers in overseeing property maintenance, tenant relations, financial management, and administrative tasks. In this blog post, we will explore the primary responsibilities and the most in-demand hard and soft skills required for Assistant Property Managers.
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Main Responsibilities of an Assistant Property Manager
The following list describes the typical responsibilities of an Assistant Property Manager:
Achieve
Achieve acceptable Resident Satisfaction score as measured.
Address
Address the concerns of current and prospective residents in a friendly and professional manner.
Administer
Administer all equipment and construction warranties with respect to defect liability period.
Administer and maintain timely organization of all contracts and related files.
Administer, complete and troubleshoot application processes.
Administer lease related payments (i.e. tenant allowances, etc.).
Allocate
Allocate and post expenditures using Yardi.
Analyze
Analyze / Review property condition and complete required occupancy status inspections.
Assemble
Assemble and analyze contract bids.
Assign
Assign agents for pre-foreclosure property inspections.
Assist in
Assist in administration activities.
Assist in analyzing property performance and identifying areas for improvement.
Assist in approving purchase orders and provide proper coding.
Assist in budgeting and financial management for the property.
Assist in cash flow management.
Assist in coordinating property insurance coverage.
Assist in developing and implement budgets monthly and annually.
Assist in negotiating lease renewals and rental rate adjustments.
Assist in preparation of capital project documentation, including project contract administration.
Assist in the development and implementation of property management policies and procedures.
Assist in the direction, oversight and quality control-related monitoring of maintenance staff.
Assist in the management, training and scheduling of in-house maintenance and engineering staff.
Assist in the organization of tenant functions / events.
Assist in the preparation of property budgets and forecasts.
Assist in the screening and selection of tenants.
Assist Manager in the budget preparation of the operating and capital expense budgets.
Assist other Management managed facility staff on occupancy and regulatory issues.
Assist PM with any tasks necessary – update daily system uploads in the absence of the PM.
Assist the Property Manager in effectively managing all of residential properties.
Assist vendors and service providers as needed.
Assist with annual or periodic unit inspections.
Assist with any Asset Management analysis and reporting as required.
Assist with production of Tenant Tax Invoices and reconciliation across portfolio.
Assist with property insurance reporting and administration.
Assist with specials reports.
Assist with the preparation and review the annual jurisdictional forms and filings as required.
Assist with the preparation of tenant communications and the development of all property personnel.
Attend
Attend property management meetings and training sessions to enhance skills and knowledge.
Attract
Attract and educate new tenants.
Audit
Audit all new and current lease agreements and resident files for accuracy.
Check
Check invoices for accuracy and enters invoices into e-pay system for payment.
Check submitted lease renewals to ensure signed appropriately.
Collaborate with
Collaborate with building operations teams to address tenant work orders promptly.
Collaborate with construction managers to determine project schedule, scope, and capital needs.
Collaborate with Service Coordinators to enhance resident quality of life.
Collaborate with the Property Manager and other team members to achieve property goals.
Collect
Collect and manage rental payments and deposits.
Collect rent and other charges.
Collect rents, monitors and manage delinquencies and collections, and maintain accurate records.
Communicate
Communicate final results to tenants using survey tools available.
Communicate with front desk receptionist for set up of conference rooms.
Communicate with Property Manager regarding events, incidents, concerns of Civil petty works.
Communicate with the auditee and transcribe information obtained into a standard work-paper formt.
Complete
Complete required records and reports.
Complete task checklists on multiple properties, regarding multiple aspects of properties.
Conduct
Conduct investigation and initiate corrective action.
Conduct investigations and initiates corrective action.
Conduct market research and analysis to identify potential investment opportunities.
Conduct market research to stay updated on rental trends and pricing.
Conduct monthly budget review to ensure sites are meeting NOI.
Conduct property showings for potential tenants.
Conduct regular building inspections, documenting any deficiencies via a work order.
Conduct regular property inspections to ensure proper maintenance.
Conduct semi-annual waitlist updates.
Contribute to
Contribute to cleanliness, model upkeep, and curb appeal of the community.
Coordinate
Coordinate approval of contracts, notices and other time-sensitive documents.
Coordinate / assist with reserve fund studies and performance audits.
Coordinate maintenance efforts with outside contractors.
Coordinate marketing efforts to attract and retain tenants.
Coordinate move-in and move-out processes.
Coordinate notices and owner / resident correspondence.
Coordinate regular inspections of common areas and amenities.
Coordinate repairs and maintenance tasks with vendors and contractors.
Coordinate tenant move ins and move outs, including.
Coordinate with vendors, engineers, and the site team to deliver project goals.
Correspond
Correspond with landlords and tenants.
Create
Create and circulate weekly, monthly, quarterly and annual resident correspondence.
Create work / purchase orders in Yardi.
Develop
Develop and controls annual budgets for operating expenses and rent rolls.
Develop and implement asset level business plans.
Develop and maintain ethical, professional, and courteous relations with contractors and tenants.
Develop and maintain Tenant and Building guides.
Distribute
Distribute and follow up on renewal notices.
Ensure
Ensure all general emails are responded to daily.
Ensure checks are processed and mailed by due dates.
Ensure compliance from an accounting standpoint and act upon from an operations point of view.
Ensure compliance with local laws and regulations regarding property management.
Ensure compliance with Wehner Multifamily Company policy, as well as federal and local regulations.
Ensure contact with business and locator services, and ensure availability of promotional materials.
Ensure proper signoffs for attendance and all the required details for cost sheet submission.
Ensure proper teamwork for all the facilities.
Ensure quality of staff, appraising and developing them to ensure maximum contribution.
Ensure rent increases are being administered accurately and timely per property budgets.
Ensure residents files are properly maintained.
Execute
Execute applicant lease documents in accordance with Volunteers of America policy and procedure.
Execute Sales Process effectively.
Follow-up
Follow-up to ensure all items identified are addressed in a timely manner.
Follow-up to ensure payments were received and processed by the tax authorities.
Forward
Forward and track as needed for communication and compliance.
Generate
Generate delinquency and weekly property reports.
Handle
Handle all day-to-day tenant requests such as maintenance requests.
Handle evictions and legal proceedings, if necessary.
Help
Help assist in CAM reconciliations as needed.
Help maintain the accuracy of resident ledgers and files.
Help manage the engineering staff, as well as other staff onsite.
Identify
Identify and analyze problems for reference to supervisor on non-routine issues.
Identify and communicates opportunities and challenges that required unbudgeted expenditures.
Implement
Implement sales and marketing activities both on and off site to achieve occupancy goals.
Initiate
Initiate and manage annual unit inspections.
Interact
Interact and engages in a friendly manner with potential and current tenants.
Investigate
Investigate and resolve complaints from residents.
Keep
Keep management informed of area activities and any significant problems or maintenance concerns.
Keep track of Real Estate Taxes due dates.
Lead
Lead the team in establishing creative marketing strategies to increase traffic.
Lead tours, provide highlights, and apply product knowledge to clients' needs.
Liaise with
Liaise with building operators and contractors as directed by the General Manager.
Liaise with tenants, and handle any necessary insurance claims accordingly.
Log
Log and distribute new project documentation.
Maintain
Maintain accurate and organized property records and documentation.
Maintain accurate records of property maintenance and repairs.
Maintain all resident files with all the documents in good condition.
Maintain and audits as necessary the package management system, Parking, Storage and bike room.
Maintain and upkeep CRM to track business pursuits.
Maintain an effective command for overall management of staff as per the organisational chart.
Maintain awareness of local market conditions and trends.
Maintain day-to-day communications with Supervisor.
Maintain detailed knowledge of the property, amenities and community.
Maintain engineering reports.
Maintain intimate knowledge of lease agreements.
Maintain inventory stock to ensure that supplies and equipment are available in adequate amount.
Maintain logs of daily property walks.
Maintain of Landscaping / Horticulture.
Maintain positive relationships with tenants and address their needs proactively.
Maintain role as secondary contact for tenants relative to tenant service requests.
Maintain schedule of up to date insurance certificates for all tenants and trades.
Maintain tenant and vendor insurance certificates, contracts and contact information for vendors.
Maintain the Management office and is responsible for all day-to-day operations.
Make
Make recommendations for filing of forcible retainers.
Manage
Manage property budgets, review invoices, and ensure payments are made within applicable timelines.
Manage resident retention and relations.
Manage the collection of tenant insurance and database.
Manage the property's online presence and listings.
Meet
Meet client and company deadlines and commitments with a daily pro-active and timely approach.
Monitor
Monitor and enforce lease agreements and property rules.
Monitor building operations.
Monitor collections, post rent payments, and enforce the collection policy.
Monitor completion of maintenance requests, minimizing down / make-ready time to under 15 days.
Monitor incoming site inspection reports and deal with issues reported as required.
Monitor service contractors to ensure service is being delivered as per contract specifications.
Monitor service contract performance.
Negotiate
Negotiate best possible terms.
Operate
Operate a computer and other office productivity machinery.
Oversee
Oversee balance sheet reconciliations with follow-up and corrective action to resolve discrepancies.
Oversee lease renewal program for appropriate retention rate.
Oversee maintenance of work order and purchase order systems.
Participate in
Participate in Management and program meetings / trainings as required.
Participate in regional and national property management initiatives.
Participate in the performance oversight of all service contractors performing building services.
Perform
Perform daily inspection of model apartment, common areas, and community amenities.
Perform or assist with any operations as required to maintain workflow and to meet schedules.
Prepare
Prepare a list of potential evictions on the 9th of every month to submit to RPM.
Prepare and code invoices for Property Manager's approval.
Prepare and deliver timely, accurate and complete reports and legal notices.
Prepare and process lease agreements and rental applications.
Prepare and reviews financial documents pertaining to all building operations.
Prepare and review tenant receivables for arrears.
Prepare Annual Recertification and send out 120 day, 90 day, and 60 day, notice to residents.
Prepare correspondence for Property Manager and draft notices to tenants as required.
Prepare draft manager reports.
Prepare financial reports and statements.
Prepare lease abstracts for all tenants and monthly rent roll for management review.
Prepare, manage and follow up on all tenant insurance claims.
Prepare, monitors, and distributes reports on a variety of operational and financial data.
Prepare MS Office Word reports and Excel spreadsheets.
Prepare potential resident move-in packages for the Compliance Team to review and approve.
Prepare reports for Property Manager and Board of Directors (arrears, YTD statements etc.).
Prepare tenant receivable reports to Property Manager.
Present
Present a neat, clean, professional appearance at all times while working.
Process
Process applications for approval (i.e., credit check, rental history, etc.).
Process evictions and attends court appearances.
Process invoices for management approval pertaining to departments under him.
Process tenant applications (Credit, landlord, income and criminal background check).
Provide
Provide accurate information on the different features of properties.
Provide an adequate supply of market ready apartments to meet the leasing efforts.
Provide backup assistance for Manager.
Provide office support and back up for on-call after hours / emergency response as needed.
Provide pre-development input of construction techniques and job cost.
Provide status reports for all income discrepancies via database in a timely manner.
Provide support in conducting due diligence for property acquisitions or sales.
Provide support to the Property Manager and assist with creating operating efficiencies.
Provide weekly status reports.
Qualify
Qualify prospective residents in compliance with program requirements.
Reach
Reach with hands and arms and talk or hear.
Read
Read and understand leases to ensure accurate information is received and maintained.
Register
Register vacant loans in accordance with local jurisdictions.
Resolve
Resolve issues in a timely manner on daily responsibilities.
Respond to
Respond to interdepartmental requests / inquiries in a timely and professional manner.
Respond to property management questions or determines best individual to respond.
Respond to resident issues and complaints in a timely manner.
Respond to tenant inquiries and concerns promptly.
Review
Review and analyzes financial needs and trends for the fiscal year.
Review common area expenses, prepare reconciliations and bill appropriate tenants.
Review incident reports and communicate with the insurance company, as applicable.
Review invoices, vendor service, material charges, coding and processing for payment.
Review monthly accruals with Property Manager.
Review monthly rent roll to ensure accuracy for billing.
Review of resident ledgers to reconcile accounts.
Review survey responses, analyzing trends and concerns.
Schedule
Schedule and coordinate meetings / special events, as requested.
Set-up
Set-up capital jobs, monitoring cost control projects monthly.
Set-up new Tenant and Vendor files and organize per client's and PM's instructions including filing.
Source
Source and build relationships with prospective clients to expand business opportunities.
Stay updated on
Stay updated on industry trends and best practices in property management.
Suggest
Suggest and implement improvements for preventive maintenance programs as required.
Supervise
Supervise resident retention, renewal and leasing programs to maintain maximum occupancy.
Support
Support other communities as assigned by management.
Support the exponential growth of our business by providing people integration and synergy.
Take
Take direction from a supervisor.
Tender
Tender and administer all regular operating contracts as directed.
Tender operational contracts (landscaping / snow removal, hvac, etc.).
Update
Update and maintain contract summaries.
Work with
Work closely with Property Manager completing various projects.
Work cooperatively with Leasing to support achievement of budgeted leasing projections.
Work in a collaborative manner as a member of a site team.
Work orders, tenant interaction, and event planning.
Work with tenants on questions regarding reconciliations once mailed and follow up on payments.
Work with the Property Administrator to submit monthly accruals.
Write
Write professional letters.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Assistant Property Manager:
Proficiency in property management software and tools.
Knowledge of local property laws and regulations.
Financial management and budgeting skills.
Familiarity with lease agreements and rental applications.
Ability to conduct property inspections and maintenance assessments.
Understanding of marketing and advertising strategies for property leasing.
Knowledge of maintenance and repair processes.
Basic accounting and financial reporting skills.
Proficiency in using spreadsheet software for data analysis.
Familiarity with property management databases and systems.
Understanding of property valuation and investment analysis.
Knowledge of real estate market trends and rental pricing.
Competency in lease negotiation and tenant screening.
Ability to interpret property financial statements and reports.
Knowledge of property maintenance and safety regulations.
Proficiency in using communication and collaboration tools.
Understanding of property insurance policies and coverage.
Knowledge of fair housing laws and regulations.
Ability to analyze market data for property performance evaluation.
Familiarity with eviction processes and legal requirements.
Most In-demand Soft Skills
The following list describes the most required soft skills of an Assistant Property Manager:
Excellent communication skills: Effective communication is essential in dealing with tenants, property owners, vendors, and team members. Strong verbal and written communication skills help in addressing inquiries, resolving conflicts, and maintaining positive relationships.
Customer service orientation: Assistant Property Managers interact with tenants on a regular basis. A customer-centric approach, responsiveness, and the ability to handle tenant concerns with empathy contribute to tenant satisfaction and retention.
Organizational and multitasking abilities: Assistant Property Managers juggle various responsibilities simultaneously. Being organized, prioritizing tasks, and managing time efficiently are crucial for handling administrative duties, property inspections, maintenance requests, and tenant inquiries effectively.
Problem-solving skills: Property management involves dealing with various challenges and resolving issues promptly. Assistant Property Managers should possess problem-solving abilities to address maintenance emergencies, tenant conflicts, and unexpected situations that may arise.
Attention to detail: Managing property-related documentation, financial records, and lease agreements requires meticulous attention to detail. Accuracy in record-keeping and documentation minimizes errors and ensures compliance with legal and regulatory requirements.
Adaptability and flexibility: The property management field can be dynamic and unpredictable. Assistant Property Managers should be adaptable to changing circumstances, flexible in their approach, and able to handle unexpected situations with ease.
Teamwork and collaboration: Assistant Property Managers often work closely with Property Managers, maintenance staff, and other team members. Collaborative skills and the ability to work well in a team environment contribute to the smooth operation of the property.
Analytical thinking: Assistant Property Managers may be involved in analyzing property performance, conducting market research, and evaluating investment opportunities. Strong analytical skills help in making informed decisions and implementing strategies for property improvement.
Conflict resolution skills: Resolving conflicts between tenants, addressing disputes, and managing difficult situations require effective conflict resolution skills. Assistant Property Managers should be able to handle conflicts professionally and find fair and satisfactory solutions.
Ethical conduct: Assistant Property Managers handle sensitive tenant information, financial transactions, and legal matters. Maintaining high ethical standards, confidentiality, and integrity is essential for building trust and credibility.
Conclusion
An Assistant Property Manager plays a crucial role in supporting the effective management of real estate properties. They have a wide range of responsibilities that encompass tenant relations, property maintenance, financial management, and administrative tasks. Alongside the technical skills related to property management, possessing strong soft skills is vital for success in this role. By combining the required hard and soft skills, Assistant Property Managers can contribute to the efficient operation and success of property management endeavors.
