Assistant Community Manager - Student Housing

University Partners•Bloomington, IN

1d•Onsite

About The Position

The Assistant Community Manager will manage all leasing and marketing efforts of the community. This role oversees the Leasing staff and assists the Community Manager with all day-to-day operations of the leasing office. The position requires a high degree of professionalism and demeanor resulting from previous property management or leasing experience, with strong communication, customer service, and negotiation skills. The ideal candidate is organized, detail-oriented, patient, even-tempered, and works well under pressure, acting as an effective team player.

Requirements

Must have student housing experience.
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.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, percentage, pro-rations, occupancy averages, and rents per square foot.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with residents in a proactive, professional manner so as to reduce conflicts and uncertainty in a relatively quick manner.
High degree of professionalism and demeanor resulting from previous property management or leasing experience.
Good communication and listening skills.
Excellent customer service and negotiation skills.
Able to lead, manage and train others.
Patient, even-tempered and works well under pressure.
Able to be an effective team player and interacts well with others.
Organized and detail-oriented.
Firm, fair and consistent.
Effective time management skills.
Able to maintain confidentiality.
Able to follow directions from a supervisor.
Able to understand and follow posted work rules and procedures.
Able to accept constructive criticism.
Able to work weekends or overtime as job requires.

Nice To Haves

Knowledgeable in Microsoft Word/Excel/Entrata

Responsibilities

Assist the Community Manager with oversight of the leasing team, including training, and ensure all company standards are being followed.
Support Leasing Consultants in the leasing of apartments and ensure that Fair Housing guidelines are followed.
Maintain lease files and computer records for the community.
Meet regularly with Community Manager and Market Director to discuss leasing issues and community performance.
Coordinate the renewal program and ensure that all residents are contacted through the renewal process.
Conduct a monthly market survey and recommend pricing changes.
Follow up with the leasing team to ensure deadlines and standards are upheld.
Maintain the integrity of all social media outlets for the community.
Suggest marketing recommendations and implement plans to achieve leasing goals.
Perform administrative duties as assigned by the Community Manager.
Actively support the Community Manager and learn the job of the Community Manager to be able to effectively manage the community in the Community Manager’s absence.
Monitor community’s emails and follow-up to ensure all leads and resident emails are being responded to in a timely manner.
Train Leasing Consultants on proper phone etiquette and monitor all voicemails are answered in a timely manner.
Train Leasing Consultants on how to greet, tour, and lease to prospects that visit the community’s leasing office, ensuring office coverage is always available.
Verify all lease paperwork completed by Leasing Consultants, review all leases, and approve those that meet community’s rental criteria. Ensure Yardi entry is delegated appropriately and approval is completed by the Assistant Community Manager.
Ensure the integrity of Yardi data, including traffic, follow-up, work-orders, and leases entered by leasing consultants.
Review pending leases daily and approve/execute applicable prospects on Yardi. Update renewal lease information once the lease is received.
Plan and carry out all campus events, promotions, print and online advertising. Keep Marketing Calendar up to date.
Maintain the renewal notebook and delegate responsibilities of contacting current residents to Leasing Consultants.
Maintain the community’s goal board and update it as leasing occurs.
Ensure work orders are entered into Yardi correctly and that ALL work orders are called back.
Regularly check in with staff to ensure all advertising and event planning is being completed.
Review tour route, current availability, and leasing objectives with Leasing Consultants to train on successful techniques.
Complete monthly market surveys and maintain relationships with competitors. Delegate occasionally.
Plan and order print ads to coordinate with the advertising schedule and uphold relationships with publications.
Check Leasing Consultants’ prospect notebooks & Yardi monthly to ensure procedures are being followed.
Complete Leasing Consultants’ work schedule each month.
Track all leasing activity, availability, and collaborate with leasing consultants to complete roommate matching for incoming residents.
Provide revisions when necessary for Promotion Summary Forms and ensure deadlines and documents are completed in a timely manner.
Ensure the leasing team is updating the community’s website regularly and according to standards.
Visit community events to support the team, confirming events are carried out as planned.
Oversee the production and distribution of the community newsletter.
Approve all social media communication before it is published.
Work with the entire leasing team and Community Manager to place residents in future apartment locations based on their roommate requests and preferences.
Assist the Community Manager with all Move-in and Move-out related communications to residents and guarantors.
Ensure that all administrative office procedures for Move-out follow IAC’s standards and train staff on proper procedure.
Oversee the production of move-in packets, utilizing office staff to help assemble packets.
Organize Inspection forms, post move in/out and summarize issues for the Community Manager to review with maintenance staff.
Conduct an audit on 100% of the lease files to ensure proper documentation has been collected and maintained at least one month prior to move in. Conduct Yardi audit one month following to ensure resident & guarantor contact is correct.
Work side-by-side with the Community Manager to plan move-in day, including traffic flow, check-in process, vendor fair, and maintenance table.
Train all staff members on proper leasing techniques and resident service.
Evaluate unit prices in accordance with the market and budgeted goals.
Oversee resident services and activities, including supervision of the leasing program.
Supervise and motivate leasing staff.
Conduct weekly meetings with leasing staff.
Ensure that the onsite staff provides the highest level of service to residents.
Develop an annual marketing plan and conduct marketing reviews on a monthly basis.
Approve all invoices for expenses and submit invoices in a timely manner.