Assistant Property Manager

Retirement Housing Foundation-posted 4 days ago
$20 - $20/Yr
Full-time • Entry Level
Poway, CA
1,001-5,000 employees
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The Assistant Property Manager supports the Property Manager in overseeing daily property operations, financial activities, and compliance with regulatory standards. This role involves interacting with a variety of stakeholders, including residents, RHF corporate personnel, vendors, community officials, and regulatory agency representatives. Given the senior living environment, the ideal candidate must demonstrate patience, understanding, and compassion while thriving in a fast-paced and dynamic setting.

  • Answer incoming calls, provide assistance, or take detailed messages for the Property Manager or Maintenance team.
  • Manage correspondence with residents, staff, vendors, city officials, and investors.
  • Schedule appointments and gather documentation from residents for annual recertifications.
  • Coordinate with vendors to schedule services or request bids and proposals.
  • Maintain accurate and compliant resident and facility files.
  • Manage the applicant waiting list, including scheduling interviews and updating application statuses.
  • Process and track maintenance work orders using OneSite; follow up with residents to confirm task completion.
  • Monitor and inform the Property Manager when office supplies, including postage stamps, need replenishment.
  • Update resident information in OneSite as needed.
  • Perform additional administrative tasks and responsibilities as assigned.
  • Serve as the first point of contact for residents, addressing concerns with professionalism and empathy.
  • Communicate policies, updates, and information to residents effectively.
  • Facilitate resident engagement through clear and respectful interactions.
  • Ensure resident and property records comply with HUD and regulatory requirements.
  • Assist in preparing compliance reports for audits and inspections.
  • Support the Property Manager in adhering to fair housing laws and RHF policies.
  • Assist with rent collection, record payments, and issue receipts.
  • Help track delinquencies and prepare late notices.
  • Collaborate with the Property Manager to resolve financial discrepancies.
  • Support team members in daily operations to ensure a cohesive workflow.
  • Liaise with vendors to arrange maintenance and service activities, ensuring timely completion.
  • Communicate updates or issues to the Property Manager promptly.
  • Minimum of 2 years of office experience required; property management experience preferred.
  • Familiarity with affordable housing programs (HUD, Tax Credit) is an advantage.
  • Proficiency in Microsoft Excel, Word, and OneSite RealPage software preferred.
  • Organizational Skills : Strong ability to prioritize and manage multiple tasks effectively.
  • Communication : Excellent verbal and written communication skills to engage with a diverse population.
  • Problem-Solving : Resourceful and proactive in resolving issues independently or with a team.
  • Adaptability : Thrive in a fast-paced, constantly changing work environment.
  • Customer Service : Demonstrate empathy and professionalism in interactions with residents and stakeholders.
  • Attention to Detail : Ensure accuracy in documentation and compliance with deadlines.
  • Ability to work under critical deadlines and manage multiple priorities.
  • Interact with residents, staff, and external stakeholders in a professional and compassionate manner.
  • Flexibility to adapt to evolving operational needs and responsibilities.
  • Competitive pay
  • Health, dental, and vision insurance
  • Paid time off and holidays
  • Retirement savings plan
  • Employee assistance and more
  • Term life and Voluntary supplemental life insurance
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