Frederick Fox

Assistant Property ManagerPosition OverviewThe Assistant Property Manager supports the Property Manager with the day-to-day operations of a residential property. This role assists with property administration, occupancy and leasing activities, resident relations, HUD and subsidy program compliance, financial administration, maintenance coordination, and general office operations.The ideal candidate is organized, dependable, detail-oriented, and able to manage multiple responsibilities while maintaining accurate records and meeting established deadlines. The Assistant Property Manager is expected to exercise sound judgment, work efficiently and independently, and maintain professional and courteous relationships with residents, owners, vendors, coworkers, applicants, and other stakeholders.Key ResponsibilitiesProperty Administration &amp; Operations<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist the Property Manager with all on-site property operations and administrative activities.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain current knowledge of property management systems, including Yardi.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Follow established company policies, procedures, rules, and regulatory requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Complete assigned responsibilities accurately, efficiently, and within established timeframes.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Promptly notify the Property Manager when a task cannot be completed within the required timeframe or when circumstances require immediate attention.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Exercise appropriate judgment and discretion while working independently and minimizing the need for direct supervision.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain professional, courteous, and respectful interactions with residents, applicants, vendors, owners, coworkers, and other stakeholders.</li>
</ul>Rent Collection &amp; Resident Accounts<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with implementing established rent collection policies and procedures.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare and send delinquency notices according to established monthly schedules.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain accurate resident account information in Yardi.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Charge resident accounts for additional receivables and other applicable charges.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Research delinquent subsidy payments and assist with resolution.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Process security deposit refunds, forfeitures, and applicable security deposit interest.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with maintaining accurate and up-to-date resident financial records.</li>
</ul>Occupancy &amp; Leasing Administration<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain the property waiting list and ensure eligible applicants are added within established timeframes.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Send appropriate correspondence to applicants who do not meet eligibility requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Review and update waiting lists as required and maintain accurate records of qualified applicants.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Respond to application requests and provide applications within established timeframes.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Process applications, including income verification, landlord references, background checks, and other required eligibility documentation.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Coordinate the application process to ensure qualified applicants are fully processed and prepared for move-in.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare move-in and move-out documentation.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Meet with qualified applicants, review required move-in paperwork, and assist with completing the move-in process.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare and distribute required resident notices.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Process resident recertifications in accordance with applicable schedules and HUD requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Administer security deposits and maintain accurate related records.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Process move-outs and ensure security deposit refunds are handled accurately and within required timeframes.</li>
</ul>HUD &amp; Subsidy Program Administration<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Organize and maintain unit files and subsidy-related documentation in accordance with company and regulatory requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Monitor and communicate rent changes involving voucher holders.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare and send resident recertification notices within required advance-notice periods.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Conduct initial, interim, and annual recertifications in accordance with current HUD guidelines.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Run required Enterprise Income Verification (EIV) reports at move-in and on applicable monthly, quarterly, and annual schedules.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare and submit special claims within required timeframes.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ensure approved claims are properly posted to applicable Housing Assistance Payment (HAP) records.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Process and reconcile HAP requests and TRACS-related information.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain accurate documentation to support compliance with applicable subsidy programs and HUD requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Stay current with applicable HUD policies, procedures, and program requirements.</li>
</ul>Maintenance &amp; Physical Plant<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist the Property Manager with annual unit inspections.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with inspecting turnover units and determining readiness for occupancy.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain accurate records of maintenance activity and unit turnover.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Enter resident and property maintenance work orders into Yardi as needed.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Track work orders and help ensure requests receive timely attention.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain miscellaneous property logs and records, including turnover and improvement logs.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain and account for key fobs and other property access devices.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with maintaining accurate on-call maintenance schedules and provide daily schedule information to the answering service.</li>
</ul>Financial Administration<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Process invoices through applicable systems within established timeframes.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain organized vendor files in accordance with company compliance requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with preparing annual operating budget information.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare Replacement Reserve requests as directed.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Research and follow up on outstanding or delinquent subsidy payments.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Process resident charges and other applicable receivables accurately in Yardi.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain accurate records related to security deposits and other resident financial activity.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist the Property Manager with financial and administrative reporting as needed.</li>
</ul>Resident Relations &amp; Compliance<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Foster a professional, service-oriented environment for residents and clients.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Respond to resident concerns and assist with resolving issues in a timely and professional manner.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare lease violation notices and other required resident correspondence.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist the Property Manager with lease enforcement and applicable legal actions.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist in enforcing property rules, regulations, lease provisions, and applicable policies.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain appropriate documentation regarding resident issues, violations, and follow-up actions.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Communicate professionally and respectfully with residents while addressing concerns and maintaining property standards.</li>
</ul>Office &amp; Administrative Support<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Answer phones and assist residents, applicants, vendors, and visitors with inquiries.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Manage resident and visitor traffic at the property office.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Open and distribute incoming mail.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain organized physical and electronic filing systems.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Coordinate the proper operation and maintenance of office equipment, including telephones, copiers, fax machines, computers, and other office equipment.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Order office supplies and maintain appropriate inventory levels.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain accurate office and property records.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Provide general administrative support to the Property Manager and property team.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with other operational and administrative duties as assigned.</li>
</ul>Qualifications<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Previous experience in property management, affordable housing, residential management, leasing, or a related administrative role preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Experience with Yardi or a comparable property management system preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Working knowledge of HUD, affordable housing, voucher, subsidy, or other regulated housing programs strongly preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Familiarity with income certifications, recertifications, EIV, HAP, TRACS, and related compliance processes preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong organizational and time management skills with the ability to manage multiple deadlines.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong attention to detail and accuracy when handling resident, financial, leasing, and compliance documentation.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to maintain confidential resident and financial information.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong written and verbal communication skills.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Professional, courteous, and service-oriented approach to resident and client interactions.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to work independently while also supporting the Property Manager and broader property team.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong problem-solving and decision-making skills.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to follow established policies, procedures, and regulatory requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Proficiency with Microsoft Office and general office technology.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to work effectively in a fast-paced, deadline-driven property management environment.</li>
</ul>

Assistant Property Manager

Position Overview

The Assistant Property Manager supports the Property Manager with
the day-to-day operations of a residential property. This role
assists with property administration, occupancy and leasing
activities, resident relations, HUD and subsidy program
compliance, financial administration, maintenance coordination,
and general office operations.

The ideal candidate is organized, dependable, detail-oriented,
and able to manage multiple responsibilities while maintaining
accurate records and meeting established deadlines. The Assistant
Property Manager is expected to exercise sound judgment, work
efficiently and independently, and maintain professional and
courteous relationships with residents, owners, vendors,
coworkers, applicants, and other stakeholders.

Key Responsibilities

Property Administration & Operations

* Assist the Property Manager with all on-site property
operations and administrative activities.
* Maintain current knowledge of property management systems,
including Yardi.
* Follow established company policies, procedures, rules, and
regulatory requirements.
* Complete assigned responsibilities accurately, efficiently, and
within established timeframes.
* Promptly notify the Property Manager when a task cannot be
completed within the required timeframe or when circumstances
require immediate attention.
* Exercise appropriate judgment and discretion while working
independently and minimizing the need for direct supervision.
* Maintain professional, courteous, and respectful interactions
with residents, applicants, vendors, owners, coworkers, and other
stakeholders.
Rent Collection & Resident Accounts

* Assist with implementing established rent collection policies
and procedures.
* Prepare and send delinquency notices according to established
monthly schedules.
* Maintain accurate resident account information in Yardi.
* Charge resident accounts for additional receivables and other
applicable charges.
* Research delinquent subsidy payments and assist with
resolution.
* Process security deposit refunds, forfeitures, and applicable
security deposit interest.
* Assist with maintaining accurate and up-to-date resident
financial records.
Occupancy & Leasing Administration

* Maintain the property waiting list and ensure eligible
applicants are added within established timeframes.
* Send appropriate correspondence to applicants who do not meet
eligibility requirements.
* Review and update waiting lists as required and maintain
accurate records of qualified applicants.
* Respond to application requests and provide applications within
established timeframes.
* Process applications, including income verification, landlord
references, background checks, and other required eligibility
documentation.
* Coordinate the application process to ensure qualified
applicants are fully processed and prepared for move-in.
* Prepare move-in and move-out documentation.
* Meet with qualified applicants, review required move-in
paperwork, and assist with completing the move-in process.
* Prepare and distribute required resident notices.
* Process resident recertifications in accordance with applicable
schedules and HUD requirements.
* Administer security deposits and maintain accurate related
records.
* Process move-outs and ensure security deposit refunds are
handled accurately and within required timeframes.
HUD & Subsidy Program Administration

* Organize and maintain unit files and subsidy-related
documentation in accordance with company and regulatory
requirements.
* Monitor and communicate rent changes involving voucher holders.
* Prepare and send resident recertification notices within
required advance-notice periods.
* Conduct initial, interim, and annual recertifications in
accordance with current HUD guidelines.
* Run required Enterprise Income Verification (EIV) reports at
move-in and on applicable monthly, quarterly, and annual
schedules.
* Prepare and submit special claims within required timeframes.
* Ensure approved claims are properly posted to applicable
Housing Assistance Payment (HAP) records.
* Process and reconcile HAP requests and TRACS-related
information.
* Maintain accurate documentation to support compliance with
applicable subsidy programs and HUD requirements.
* Stay current with applicable HUD policies, procedures, and
program requirements.
Maintenance & Physical Plant

* Assist the Property Manager with annual unit inspections.
* Assist with inspecting turnover units and determining readiness
for occupancy.
* Maintain accurate records of maintenance activity and unit
turnover.
* Enter resident and property maintenance work orders into Yardi
as needed.
* Track work orders and help ensure requests receive timely
attention.
* Maintain miscellaneous property logs and records, including
turnover and improvement logs.
* Maintain and account for key fobs and other property access
devices.
* Assist with maintaining accurate on-call maintenance schedules
and provide daily schedule information to the answering service.
Financial Administration

* Process invoices through applicable systems within established
timeframes.
* Maintain organized vendor files in accordance with company
compliance requirements.
* Assist with preparing annual operating budget information.
* Prepare Replacement Reserve requests as directed.
* Research and follow up on outstanding or delinquent subsidy
payments.
* Process resident charges and other applicable receivables
accurately in Yardi.
* Maintain accurate records related to security deposits and
other resident financial activity.
* Assist the Property Manager with financial and administrative
reporting as needed.
Resident Relations & Compliance

* Foster a professional, service-oriented environment for
residents and clients.
* Respond to resident concerns and assist with resolving issues
in a timely and professional manner.
* Prepare lease violation notices and other required resident
correspondence.
* Assist the Property Manager with lease enforcement and
applicable legal actions.
* Assist in enforcing property rules, regulations, lease
provisions, and applicable policies.
* Maintain appropriate documentation regarding resident issues,
violations, and follow-up actions.
* Communicate professionally and respectfully with residents
while addressing concerns and maintaining property standards.
Office & Administrative Support

* Answer phones and assist residents, applicants, vendors, and
visitors with inquiries.
* Manage resident and visitor traffic at the property office.
* Open and distribute incoming mail.
* Maintain organized physical and electronic filing systems.
* Coordinate the proper operation and maintenance of office
equipment, including telephones, copiers, fax machines,
computers, and other office equipment.
* Order office supplies and maintain appropriate inventory
levels.
* Maintain accurate office and property records.
* Provide general administrative support to the Property Manager
and property team.
* Assist with other operational and administrative duties as
assigned.
Qualifications

* Previous experience in property management, affordable housing,
residential management, leasing, or a related administrative role
preferred.
* Experience with Yardi or a comparable property management
system preferred.
* Working knowledge of HUD, affordable housing, voucher, subsidy,
or other regulated housing programs strongly preferred.
* Familiarity with income certifications, recertifications, EIV,
HAP, TRACS, and related compliance processes preferred.
* Strong organizational and time management skills with the
ability to manage multiple deadlines.
* Strong attention to detail and accuracy when handling resident,
financial, leasing, and compliance documentation.
* Ability to maintain confidential resident and financial
information.
* Strong written and verbal communication skills.
* Professional, courteous, and service-oriented approach to
resident and client interactions.
* Ability to work independently while also supporting the
Property Manager and broader property team.
* Strong problem-solving and decision-making skills.
* Ability to follow established policies, procedures, and
regulatory requirements.
* Proficiency with Microsoft Office and general office
technology.
* Ability to work effectively in a fast-paced, deadline-driven
property management environment.

Assistant Property Manager

About the role

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