Position Summary:

The Assistant Property Manager will perform vital functions in the day-to-day operations of the client site and assist the Property Manager in the administration and overall management of the same. The Assistant Property Manager will assist the Property Manager in developing and achieving the Owner’s goals and objectives with established policies and procedures. In the absence of the Property Manager, the Assistant Property Manager will assume the responsibilities and duties of the Property Manager, making such operational and supervisory decisions as necessary.

Essential Functions:

The Assistant Property Manager shall perform duties in the following areas:

Financial Administration & Planning

•  Input accounts payable and accounts receivable data as directed by the Property Manager & ensure timely batch receipts are submitted to the Accounting Department for deposits.
•  Generate financial reports as requested by Property Manager.
•  Research and clarification and/or correction, if necessary, of member account disputes for Property Manager and member meetings regarding account receivables
•  Ensures rent changes and/or other charges are formally communicated to Property Manager
•  Assist Property Manager with preparing thirty-day notices, obtaining 3rd party financial assistances from agencies as directed by Property Manager, and refer to legal counsel for commencement of legal action.
•  Ensures maintenance and legal fees are posted to all tenant’s accounts.
•  Assist with the rent increase processes.
•  Under the direction of the Property Manager Prepare Security Deposit interest, Balance Due and Utility Allowance tenant notices.

Subsidy Program Requirements

•  Responsible for annual, interim, initial, termination, and move-in certifications of all tenants as required by subsidy/state contract(s) including but not limited to:
•  Recertification Interviews with tenants
•  Move-In Interviews with applicants/prospects
•  Verification of all income, assets, and expenses by third party vendors. Re-verify all income with HUD EIV System and if discrepancies found, investigate validity, correct recertification, review with Property Manager who will take appropriate action against underreported income by member (i.e., court ordered repayment plan, reporting to HUD, etal.)
•  Input data into YARDI Software program and generate certifications
•  Prepare & submit/scan the certification certs for Right Source Approval. Review/correct applicable Right Source file findings to ensure accurate completion of certifications within a timely manner. Upon approval of certifications send increase/decrease notification, and meet with tenants for signature
•  Assist the Property Manager with the preparation of, and participate in, the Management/ Operation Reviews, SPECTRUM, DHCD, City of Boston, RBC Audits, REAC, and other regulatory audits as requested.
•  Meet with Property Manager to review, and work with regulatory authorities to correct errors and obtain any outstanding section 8 payments.
•  Investigate allegations of member fraud and report to Property Manager on these matters.
•  Maintain Monthly EIV Binders including but not limited to:
•  Generate monthly by Contract # and Recertification month EIV reports
•  Generate monthly by Contract # and Recertification month Multiple Subsidy, Identity Verification, Deceased tenant, and New Hires reports.
•  Verify employment wages reported on the New Hire report has been captured and notify tenants when income is unreported.
•  Under the direction of the Property Manager create and/or correct prior/current certifications in YARDI & RightSource Property Management system that require modifications as a result of the monthly EIV reports.
•  Provide on the 15th of each month EIV Binders to Property Manager for their review/approval.
•  Under the direction of the Property Manager correct/modify EIV binder as requested.

Maintenance Management

Property Maintenance

•  Assist in the supervision of all administrative and maintenance functions relating to the property.
•  Work closely with the Property Manager to ensure the highest maintenance standards, policies, and procedures are being met to retain/reduce tenant complaints.
•  Generate occupancy/vacancy reports as requested by Property Manager.
•  Follow up on outstanding work orders as requested by Property Manager.
•  Assist Property Manager with coordinating with the Maintenance Dept. Move-Ins, Move-Outs, and Unit Turn over repairs.

Annual Unit Inspection

•  Assist Property Manager with the preparation of annual unit inspection tenant letters.
•  Prepare CMCI Annual Apartment Inspection Forms for site portfolio.
•  Accurately create/input CMCI repairs in YARDI to generate work order
•  Assist Property Manager with creating lease violations related to housekeeping, unauthorized guest, and pets, etc
•  Assist Property Manager with generating tenant referrals for Resident Service Coordinator.
•  Assist Property Manager when required with inspecting/perform unit inspections.

Maintenance Tenant Relations

•  Communicate with the Property Manager and the Facilities department tenant concerns/complaints/issues pertaining to maintenance repairs and pest control in a timely manner.
•  Under the direction of the Property Manager provide the tenant with Maintenance repair and pest control updates.
•  Under the direction of the Property Manager schedule/coordinate Braman pest extermination appointments and send extermination notice to tenants.

Administration Management

•  Utilize computer software platforms that Cruz Management has adopted including Microsoft Office Professional, Adobe Acrobat, YARDI, RightSource, Rent Café, and other programs specified designed for use at the client site.
•  To regularly communicate to the Property Manager as necessary regarding any significant operational problems and deviations from established company and/or client policies.
•  Participate in weekly staff meetings and attend trainings and company meetings as required
•  Responsible for filling as needed certifications, balance due, security deposit, and utility allowance notices, unit inspections, memos, tenant correspondence, lease violations, and legal documents, etal.
•  Responsible for maintaining organized tenant files according to the Cruz Company recertification package order and master filing order system.
•  Responsible for creating tenant move-in files according to the Cruz Company move-in file order system.
•  Perform other administrative tasks to ensure the smooth day-to-day management operation in a manner that does not detract from the primary objectives and functions of this position.

Equal Employment Opportunity

The facility is committed to the principle of Equal Employment Opportunity for all employees and applicants. It is our policy to ensure that both current and prospective employees are afforded equal employment opportunity without consideration of race, religious creed, color, national origin, nationality, ancestry, age, sex, marital status, sexual orientation, or disability in accordance with local, state and federal laws.

Americans with Disabilities

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

This job description is intended to describe the general content and requirements of the job. It is not an all-inclusive statement of duties, responsibilities or requirements and management reserves the right to add or remove duties from particular jobs in order to meet patient or company needs. Significant changes to the position will necessitate a new or revised job description.

Education/ Experience Requirements/ Certification Requirements:

•  High School Diploma or GED, bachelor’s degree is preferred
•  Minimum of 3 years’ experience as an Assistant Property Manager for a Multifamily Affordable Housing Management Company.
•  Minimum of 2 years’ experience using YARDI, RightSource, Rent Café, and/or relatively similar Property Management software applications.
•  Minimum of 3 years’ experience with computer systems, Microsoft Suite, Outlook, etal.
•  Must have valid Driver’s License.

Education/ Experience Requirements/ Certification Requirements

• Must have operatable Vehicle.
•  Must be willing and able to work over-time as requested by the Property Manager.
•  Must have strong attention to detail, organizational, verbal, and written communication skills
•  Must be able to multi-task and work under fast paced environments.
•  Must be able to follow directions.

PREFEREED

•  Bachelor’s degree
•  Housing Related certifications not limited to:
•  COS, BOS,T.C.S
•  HUD Section 8 Property Management
•  HOME Rental Assistance Program
•  LIHTC Program
•  Tenant Based Voucher Program
•  DMH Program
•  Bilingual fluent in English and Spanish
•  Minimum of 3 years’ experience as an Assistant Property Manager for a Multifamily Affordable Housing Management Company.
•  Demonstrated leadership skills in decision making, problem solving and interpersonal relations.
•  Agility to handle stress and respond quickly and effectively to emergency situations
•  Skill in exercising high degree of initiative, judgment, discretion, and decision making.
•  Ability to work effectively with diverse individuals at all levels.
•  Ability to handle many tasks simultaneously and deal effectively with changing priorities.