Leesburg, Virginia
Assistant Property Manager Job Opening in Leesburg, Virginia - TITLE: Assistant Association Manager
HOURS OF DUTY: Full-time
1 Hour Lunch Break
REPORTS TO: Association Manager
WAGE STATUS: Hourly
SCOPE OF WORK:
The Assistant Property Manager is responsible for effectively computing, classifying and recording numerical data to keep financial records complete while assisting with the resident relations for the community. The entrant will perform any combination of routine calculating, posting and verifying duties to make payments to vendors and obtain primary financial data for use in maintaining property accounting records.
ESSENTIAL JOB FUNCTIONS:
High School Diploma or equivalent required; Associate's or Bachelors degree a plus.
A minimum of 2 years Homeowners Association experience and accounting skills.
Must possess strong attention to detail.
Confidentiality
Demonstrate an ability to support and contribute to the community team.
Demonstrate strong oral and written communication skills.
Competence in operation of telephone, business calculator, copy machine, facsimile, personal computer/keyboard, Microsoft Office including Word, Excel, Outlook, Access software.
Competence in Yardi Payscan accounting software.
Must possess a professional demeanor and the ability to smile under all circumstances.
Participate in training in order to comply with new or existing laws.
Ability to work a flexible schedule.
Neat, clean, professional at all times throughout the workday and/or whenever present at the community.
Comply with expectations as demonstrated in the employee handbook.
Demonstrate ability to diffuse and respond to resident concerns to avoid escalation of the problem.
Successfully pass credit and drug test.
DUTIES & RESPONSIBILITIES:
Answer the phone in an enthusiastic voice, indicating your willingness to assist the caller.
Take complete and accurate phone messages which include: date, time, person called, caller, caller?s company, caller?s phone number, message and your initials. Be sure to check spelling and verify caller?s phone number.
Greet visitors promptly.
Type correspondence, memoranda, reports and other business materials using a computer without typographical spelling and punctuation errors, adhering to a timetable established by your supervisor, Maintain database file in computer.
Maintain files using standardize filing systems so that information can be retrieved quickly.
Set priorities for your own work daily, consulting your supervisor when necessary.
Establish and use systems (for example, tickler file) to enable you to keep track of work in progress and to plan for future activities.
Work as a team in cooperation with others, displaying a willingness to be helpful at all times, especially when someone is particularly busy.
Process/closeout work orders in cooperation with Maintenance Manager/Engineer. Work orders are to be filled out completely.
Process all monies collected for In-Unit services, miscellaneous income, Activities Committees events. Keeping records according to the approved procedures.
Process move-ins/move-outs, change of address, coupon requests, check request, etc.
Handle various owner/tenant related problems, i.e. complaints requests, concerns, etc. Assist Building Manager, Building Engineers and other staff members as needed.
Maintain time sheet for submitting to payroll.
Photo copy as needed.
Print mailing labels and files as needed.
Responsible for all files.
Operate computers programmed with accounting software to record, store and analyze information.
Debit, credit and total accounts on computer spreadsheets and databases using specialized accounting software.
Ensure that all proper and legal documents are received, current and accurately verified and entered into the computer from new vendors, prior to payment being processed.
Communicate with Property Manager regarding accuracy of invoices received; that purchase orders are attached and invoices are coded correctly; according to company procedures.
Ensure all invoices received from vendors are approved, entered and paid within a timely manner.
Access computerized financial information to resolve vendor and payment disputes.
Check figures, postings and documents to correct entry, mathematical accuracy and proper codes.
Prepare, review and close financial books for assigned property on a monthly basis.
Assume Community Manager?s duties/authority in absence of immediate supervisor in accordance with company and community guidelines.
Back-up computer files on a regular basis and maintain equipment.
Fill out and answer telephone inquiries from mortgage/settlement companies.
Provide general clerical assistance to community office.
RESIDENT RETENTION:
Receive all telephone calls and in-person visits. Listen to resident requests, concerns and comments.
Quickly complete maintenance Service Request and inform the Building Engineers.
Answer questions for residents about community, repairs, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.
Ensure all maintenance repairs are handled satisfactorily by contacting residents and completed service requests on a weekly basis.
Maintain open communication with Property Manager and Building Engineers.
Contribute to cleanliness of the office on a continuing basis.
Enforce policies of the community.
Assist in placing, removing/updating flyers.
Distribute newsletters, pamphlets, flyers, etc.
CORE VALUES:
Honesty
Integrity
Competence
Tenacity & Enthusiasm
Creativity
Professionalism
Drive
ADDITIONAL REQUIREMENTS:
Attendance is an imperative job function.
Employees must fulfill the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or writing) to employees.
Job Type: Full-time
Salary: $44,000.00 to $45,000.00 /year
Job Location:
Leesburg, VA 20176
Required education:
High school or equivalent
Required experience:
Assistant Property Manager: 2 years
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