Assistant Manager - Biltmore Park Town Square Apartments

JOB SUMMARY

The Assistant Manager is responsible for effectively computing, classifying and recording numerical data to keep financial records complete while assisting with the leasing, marketing, and resident relations for the community. The Assistant Manager performs any combination of routine calculating, posting and verifying duties to make payments to vendors, process resident rental payments and obtain primary financial data for use in maintaining property accounting records.

DUTIES & RESPONSIBILITIES

Leasing

• Provides welcoming environment for residents, prospects, and vendors.
• Greets prospects covering all qualifying criteria (ask questions, utilize completed guest cards, etc.).
• Immediately records all telephone and in-person visits on appropriate reports.
• Files guest cards and maintain according to established procedures.
• Demonstrates community and apartment/model and apply product knowledge to clients' needs by communicating the features and benefits to support close of sale.
• Assists prospects with completing application and secures deposit in accordance with the company procedures and Fair Housing requirements.
• Updates availability report, processes applications for approvals. (i.e., credit check, rental history, etc.)
• Submits processed applications to the Community Manager for approval, and follows up with applicant regarding status.
• Ensures apartment is ready for resident to move-in on agreed date.
• Follows up immediately on prospects that previously did not close and attempt to close sale again. If unable to help prospect, refers them to alternate communities.
• Secures new residents' signature(s) on appropriate documents prior to move-in and orients new residents to community.
• Monitors renewals and distributes renewal notices.
• Assists in monitoring advertising effectiveness.
• Assists in conducting market surveys and shop competitive communities.
• Distributes all company or community-issued notices.
• Represents the company in a professional manner at all the times.

Administrative

• Operates computers and accounting programs to record, store, and analyze information.
• Understands the standard lease agreement and credit report application.
• Accepts and posts rental payments.
• Complies with federal, state, and local laws and regulations. Adheres to company policies and procedures.
• Records monies collected and prepares bank deposit slips on regular basis.
• Enters financial data, including debits and credit, utilizing accounting software.
• Ensures that new vendor documentation is received, current, verified, and provided to the Finance department prior to submitting for vendor payment.
• Communicates with Community Manager regarding accuracy of invoices received, then codes invoices correctly before submitting to Finance for payment including purchase orders as applicable.
• Ensures all invoices are approved, entered, and paid within the terms provided by vendors.
• Researches financial information in accounting software to resolve vendor payment disputes.
• Checks postings and documents for correct entry, mathematical accuracy, and proper codes.
• Operates office equipment including 10-key calculators, copiers, scanners, and fax machines to perform duties and to produce and distribute documents.
• Prepares statement of accounting notices for past residents.
• Prepares, reviews and closes financial books on a monthly basis.
• Prepares and review quarterly and year-end reports.
• Provides accounting support to Community Manager.
• Assists in lease transactions by typing leases, gathering applicant history and credit approvals.
• Maintains accurate monthly commission sheets on leases, renewals and delinquencies.
• Assumes Community Manager's duties/authority in absence of immediate supervisor in accordance with company and community guidelines.
• Provides general clerical assistance to community leasing office.
• Completes Fair Housing Certification annually.

Community Relations

• Receives all telephone calls and in-person visits. Listens to resident requests, concerns and comments.
• Quickly completes maintenance Service Requests for the Maintenance team.
• Answers questions for residents about community, repairs, rent, rules, etc. Follows up on a timely basis if unable to respond to residents on all matters.
• Ensures all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis.
• Maintains open communication with Community Manager and Maintenance Supervisor.
• Supports cleanliness and curb appeal of the community on continuing basis.
• Assists in planning resident functions. Attends functions and participates as host for any functions as directed by the Community Manager.
• Enforces policies of the community.
• Advises residents of referral concessions when applicable.
• Assists in placing, removing/updating banners, balloons, bandit signs, flags, etc.
• Distributes community newsletters, pamphlets, flyers, etc.
• Understands and ensures compliance with all company, local, state and federal safety rules. Completes required training to remain current with new regulations.
• Identifies and reports unsafe conditions so they may be addressed immediately.

MINIMUM QUALIFICATIONS

Education & Experience:

Any combination of education and experience equivalent to:

• High school education or GED required. Associate's or Bachelor's degree preferred; AND
• Minimum one (1) year experience in a customer service or related industry; AND
• Minimum one (1) year apartment community leasing experience.
• Accounting education and experience preferred. Experience with Yardi software a plus.

Specific Job Knowledge, Skills & Abilities:

• Ability to make decisions in situations where supervisor may not be available for consultation.
• Ability to respond to concerns and de-escalate matters when necessary.
• Must follow established company Policies and Standard Operating Procedures.
• Ability to prioritize work schedule; follow-up on assignments in a timely manner.
• Ability to communicate effectively with management and tenants.
• Must possess ability to engage with prospects and support closure of sales.
• Maintain professional attire and appearance per company standards.
• Must have good safety habits and ability to take necessary action in emergency situations.
• Ability to apply, read and interpret documents such as lease agreements and vender contracts.
• Ability to apply common sense understanding to carry out instructions finished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Must subscribe to a Continuous Improvement philosophy.
• Ability to multi-task and remain flexible in a fast-paced environment.
• Intermediate proficiency in Microsoft Word, Excel, and Outlook.
• Ability to work a flexible schedule, including evenings and weekends.

ABOUT BILTMORE FARMS

Why join our Biltmore Farms?

• Outstanding medical, dental, and vision benefits coverage
• 401K retirement plan with employer matching program
• Paid time off (PTO) and paid holidays
• YMCA membership monthly discount
• Fun wellness program with annual bonus of up to $600
• Friendly and supportive work environments
• Great career growth opportunities
• Exciting employee events and activities

Post Offer / Pre-Employment:

For the on-going safety and well-being of our employees and guests, Biltmore Farms' on-boarding process includes a criminal history disclosure and screening process for employees selected for employment. This process begins after an offer of employment is extended in writing. Final decisions on employment will be treated in accordance with federal-, state-, and local laws and guidance and determinations will be made on a case-by-case basis prior to adverse action. Biltmore Farms is dedicated to matching candidates with a criminal history to a position where they can be successful.

Notice: Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. This employer participates in E-Verify. Click here for more information.

Aviso: La Ley Federal le exige a todos los empleadores que verifiquen la identidad y elegibilidad de empleo de toda persona contratada para trabajar en los Estados Unidos. Haga clic aqu para obtener mas informacion.