Assistant Community Manager

ResidentialONE•Washington, DC

About The Position

The Assistant Community Manager plays a crucial role in overseeing and assisting with various aspects of community operations, including administrative tasks, financial management, and maintenance oversight. This position requires a positive and supportive demeanor, a strong understanding of affordable housing programs and regulations, and the ability to effectively manage leasing activities, resident relations, and staff training. The role involves ensuring compliance with all relevant policies and laws, maintaining accurate records, and contributing to the financial stability and operational success of the community.

Requirements

Must be available and ready for all telephone, fax, e-mail, and walk-ins.
Demonstrates a positive, welcoming, supportive environment.
Maintain and progress in knowledge of affordable housing programs and tax credit agency regulations.
Knowledgeable of the community and all the amenities, as well as businesses, schools, hospitals, and public transportation within a 3-5-mile radius.
Must be able to overcome objections and promote the features of the community effectively.
Prepared for mystery shoppers.
Responsible for keeping working area neat and clean.
Has a working knowledge of all affordable regulatory forms and documents.
Knowledgeable regarding how to submit timesheets and payroll adjustments.
Submits accurate and complete compliance reports as specified by Residential One’s time table.
Maintains building security measures, ensuring proper incident documentation, and notification to management, owners, and insurance carrier within 24 hours of the incident.
Assists the file audits on a semi-annual basis.
Assists in the property’s filing system so it is maintained daily, and includes applicant/resident, accounting, vendor, and contract files.
Responsible for attending all community staff attending mandatory trainings, as well as other trainings, that help promote the successful operations of the property.
Learn Boston Post (BP) software, and use the paperless work flow process to work with efficiency and accuracy.
Uses knowledge acquired through the various training to successfully supervise the operation of the community, in the absence of the Manager.
Maintains the goals for the community staff to maintaining 100% occupancy through curb appeal, service, and retention strategies.
Responsible for sending 60/90/120-daye re-certification notifications.
Ensures that all move-in certifications will be completed and sent to U.S. Housing in a timely manner.
The re-certifications will be completed and sent to the compliance department 90 days before the effective re-certification date.
All certification corrections are to be completed and re-sent within 48-72 hours after notification of deficiencies.
Increase letters must be sent 30 days in advance of the effective date of the increase, or what is applicable for the jurisdiction.
Must be able to calculate the income and assets in compliance with Residential One and industry standards.
Responsible for compiling and pre-auditing the first year investor lease-up files, and any corrections if needed.
Executes marketing and advertising campaigns for apartment leasing, in conjunction with the Affirmative Fair Housing Marketing Plan.
Notifies the residents in writing of all issues effecting their tenancy, by the direction of the Manager.
Maintains vacancy information as required by Residential One, the owners, and monitoring agencies.
Completes the reviews for the lease orientations and signings, and submits relevant documentation to the U.S. Housing for final approval.
Assists with the property tours, showing vacant units, and marketing property amenities.
Working knowledge and assists in apartment inspections for move-in/move-out conditions (pre/post inspections), and the successful completion of the process within 24 hours of the action.
Ensures that the correct set-asides, rent, and income limits are being utilized.
Completes the certification process.
Ensures timely and accurate certifications for both annual and interims.
Assists the community staff in preparing for all inspections and audits.
Remains current on, and compliant with, the policies and laws affecting the marketing and leasing community.
Assists in filing court documents for eviction and attends scheduled court hearings.
Must be able to calculate the income and assets in compliance with Residential One and industry standards.
Assists in purging files annually, if applicable.
Maintains a current and accurate waiting list.
Assists the community staff in preparing for all inspections and audits.
Assists in completing special claims monthly, when applicable.
Responsible for using all the functions of the Enterprise Income Verification (EIV) system.
Ensures that the reports, and discrepancies are addressed, corrected, and completed in the time allotted in the RIV policy and procedure document.
Work with the Manager in posting the voucher.
Has a working knowledge regarding requesting and reconciling the voucher.
Ensure that the TRACS system is checked at least monthly, and all errors are addressed/corrected.
Assists the Manager in certifying the Gross Rent change, as well as printing the 50059, and getting the form signed, when applicable.
Ensures that the utility allowances are completed monthly, and the correct amounts are being used and given, when applicable.
Achieves financial stability through cost reduction and implementing systems to maintain 0% delinquency.
Working knowledge and assists in the completion of security deposit administration, including inspecting units to determining resident’s balance or refund, preparing disposition letters, and processing security deposit returns within twenty-one (21) days of the vacancy.
Post income daily.
Responsible for making daily rent and/or deposits to the bank, and keeps accurate files on all related documentation.
Ensures that the Boston Post batches matches the bank scans and/or bank deposits.
Utilizes the rental policy for rent collection procedures, including following up with delinquent accounts daily, as well as sending notices for prepaid accounts.
Files delinquent rent monthly, and follows up with collecting the rent or evicting the household.
Understands the annual operating budget, and works with the Regional Director to maintain budgetary guidelines, as well as being able to explain, in writing, the monthly variances.
Maintains familiarity with all procedures and requirements of AP and AR.
Assists in the oversight of the operations and purchases of the maintenance department.
Assists with obtaining bids for contract work.
Ensures that all move-ins are in clean, safe, and sanitary conditions.
Working knowledge and assists in inspecting contract work being completed in the community.
Assist the Manager in ensuring that the make ready board is being reviewed and completed with the correct information.
Assists the maintenance department with understanding the budgetary restraints and how to effectively use the budget to run the maintenance department.
Maintains a strict adherence to the purchase order/invoices process.
Knowledge of inventory control system, and assists the Manager in maintaining.
Assists in opening and closing work orders are being completed in a timely manner and making random calls.
Assists in follow-up with the Maintenance department on the preventative maintenance schedule, in order to ensure that it is being completed in the time allotted.
Solicit and review bids for contract work before submitting to the Regional Director for approval.
Participates in the daily property inspection and clean-up (curb appeal).

Nice To Haves

Assists the Manager in the training of all property staff.
Assists the Manager in setting up preliminary interviews for community staff.
Assists in the preparation of the Reserve Fund Replacements (RFR).
Assists the Manager in screening and reviewing all applications in a timely manner.
Assists the Manager in completing the year-end/quarterly reports (if applicable).
Assists the Manager in certifying the Gross Rent change, as well as printing the 50059, and getting the form signed, when applicable.
Assists the Manager in maintaining the inventory control system.

Responsibilities

Oversee and assist in all certifications via telephone, fax, e-mail, and walk-ins.
Demonstrate a positive, welcoming, and supportive environment for residents, visitors, and community staff.
Maintain and progress knowledge of affordable housing programs and tax credit agency regulations.
Assist in all administrative duties as requested.
Ensure all communications regarding leasing an apartment are keyed into Boston Post (BP) daily.
Overcome objections and promote community features effectively.
Be prepared for mystery shoppers.
Assist the Manager in training all property staff.
Keep working area neat and clean.
Maintain building security measures, ensuring proper incident documentation and notification to management, owners, and insurance carrier within 24 hours of the incident.
Assist with file audits on a semi-annual basis.
Maintain the property's filing system daily, including applicant/resident, accounting, vendor, and contract files.
Attend all community staff mandatory trainings and other trainings that promote successful property operations.
Learn Boston Post (BP) software and use the paperless workflow process for efficiency and accuracy.
Use acquired knowledge to supervise community operations in the absence of the Manager.
Assist in the preparation of the Reserve Fund Replacements (RFR).
Assist in all leasing activities and occupancy reviews.
Maintain community staff goals for 100% occupancy through curb appeal, service, and retention strategies.
Send 60/90/120-day re-certification notifications.
Ensure all move-in certifications are completed and sent to U.S. Housing in a timely manner.
Complete and send re-certifications to the compliance department 90 days before the effective re-certification date.
Complete and re-send all certification corrections within 48-72 hours after notification of deficiencies.
Send increase letters 30 days in advance of the effective date of the increase, or as applicable for the jurisdiction.
Calculate income and assets in compliance with Residential One and industry standards.
Compile and pre-audit first-year investor lease-up files, and make corrections if needed.
Execute marketing and advertising campaigns for apartment leasing in conjunction with the Affirmative Fair Housing Marketing Plan.
Notify residents in writing of all issues affecting their tenancy, as directed by the Manager.
Maintain vacancy information as required by Residential One, owners, and monitoring agencies.
Assist the Manager in screening and reviewing all applications in a timely manner.
Complete reviews for lease orientations and signings, and submit relevant documentation to U.S. Housing for final approval.
Assist with property tours, showing vacant units, and marketing property amenities.
Inspect apartment move-in/move-out conditions (pre/post inspections) and ensure successful completion of the process within 24 hours.
Ensure correct set-asides, rent, and income limits are utilized.
Complete the certification process, ensuring timely and accurate certifications for both annual and interims.
Assist community staff in preparing for all inspections and audits.
Remain current on and compliant with policies and laws affecting marketing and leasing.
Assist in filing court documents for eviction and attend scheduled court hearings.
Assist in purging files annually, if applicable.
Maintain a current and accurate waiting list.
Assist the Manager in completing year-end/quarterly reports (if applicable).
Assist in completing special claims monthly, when applicable (Section 8 Only).
Use all functions of the Enterprise Income Verification (EIV) system.
Ensure reports and discrepancies are addressed, corrected, and completed within the time allotted in the RIV policy and procedure document.
Work with the Manager in posting the voucher.
Request and reconcile the voucher.
Check the TRACS system at least monthly, and address/correct all errors.
Assist the Manager in certifying the Gross Rent change, printing the 50059, and getting the form signed, when applicable.
Ensure utility allowances are completed monthly, and correct amounts are used and given, when applicable.
Achieve financial stability through cost reduction and implementing systems to maintain 0% delinquency.
Administer security deposits, including inspecting units, determining resident balance or refund, preparing disposition letters, and processing returns within 21 days of vacancy.
Post income daily.
Make daily rent and/or deposits to the bank, and keep accurate files on all related documentation.
Ensure Boston Post batches match bank scans and/or bank deposits.
Utilize rental policy for rent collection procedures, including following up with delinquent accounts daily and sending notices for prepaid accounts.
File delinquent rent monthly and follow up with collecting rent or evicting the household.
Understand the annual operating budget and work with the Regional Director to maintain budgetary guidelines, explaining monthly variances in writing.
Maintain familiarity with all procedures and requirements of AP and AR.
Assist in the oversight of the operations and purchases of the maintenance department.
Assist with obtaining bids for contract work.
Ensure all move-ins are in clean, safe, and sanitary conditions.
Inspect contract work being completed in the community.
Assist the Manager in ensuring the make-ready board is reviewed and completed with correct information.
Assist the maintenance department with understanding budgetary restraints and how to effectively use the budget.
Maintain strict adherence to the purchase order/invoices process.
Assist the Manager in maintaining the inventory control system.
Assist in opening and closing work orders being completed in a timely manner and making random calls.
Follow up with the Maintenance department on the preventative maintenance schedule to ensure timely completion.
Solicit and review bids for contract work before submitting to the Regional Director for approval.
Participate in daily property inspection and clean-up (curb appeal).
Perform all other duties as assigned.