Rental Property Assistant

Town of Nantucket

Rental Property Assistant 

Housing Department

 

Job Summary: Under the direction of the Real Estate Specialist or their designee, the Property Assistant coordinates the maintenance and occupancy of Town-owned and leased housing properties. The Assistant applies professional skills, technical knowledge and at times independent judgement to planning, housing and property maintenance. 

Qualifications: Associate degree in similarly related field and three (3) years of related work experience in an office environment or property management; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Valid Class D Motor Vehicle Driver’s License. 

Full Time, Benefits, LiUNA Union, S2 position

Starting Hourly Rate: $39.76 (new hires) – $50.36 (employees with 20 years of service with the Town of Nantucket)

 

The Town of Nantucket offers a retirement pension through Barnstable County Retirement, 90% employer sponsored health insurance plan options and a diverse selection of supplemental insurance policies.

 

Application Deadline: Monday, November 2^nd at 4:00 pm 

Position Summary: Under the direction of the Real Estate Specialist or their designee, the Property Assistant coordinates the maintenance and occupancy of Town-owned and leased housing properties. The Assistant applies professional skills, technical knowledge and at times independent judgement to planning, housing and property maintenance.

Supervision Required:   Under the general supervision of the Real Estate Specialist, or their designee, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. Supervisors review work to remain aware of progress, work methods, and technical accuracy.  

Supervisory Responsibility:  The Assistant is not responsible for the direct supervision of staff of the department.  
Confidentiality: The employee has regular access to confidential information such as legal matters that are obtained during performance of essential position responsibilities and in accordance with the State Public Records Law.

Accountability: Consequences of errors, missed deadlines or poor judgment may include adverse public relations, legal repercussions, and missed deadlines.

Judgment:  Numerous standardized practices, procedures or general instructions govern the work performed and in some cases may require additional interpretation.   Independent judgment is needed to facilitate exceptional customer service with the general public and maintain confidentiality.
 
Complexity: The work consists of a variety of office duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Work Environment: Work is performed in a standard office environment. Noise or physical surroundings may be distracting. There are frequent interruptions.

Nature and Purpose of Public Contact: Relationships with co-workers and the public involve frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. More than ordinary courtesy, tact, and diplomacy may be required to respond to requests for information.

Occupational Risk:  Risk exposure to the employee is similar to that found in a standard office setting.Essential Functions:
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Property Administration

• Assist with the administration of Town- and Trust-owned and leased residential properties, including employee housing.
• Coordinate with the Real Estate Specialist regarding the preparation, administration, renewal, amendment, and maintenance of leases, licenses, and related agreements.
• Maintain accurate property, occupancy, license holder, and housing inventory records, including furnishings, utility information, and other property documentation.
• Track rental payments, security deposits, and occupancy information, and coordinate with the Finance Department regarding rent collection, invoicing, and account status.
• Assist in preparation of purchase requests, contractor work orders, and supporting documentation for maintenance and repair projects.

Employee Housing Services

• Administer employee housing software platforms and maintain occupancy and shared housing calendars.
• Assist employees and prospective license holders throughout the housing assignment, licensing, and move-in process, including responding to routine inquiries, conducting property showings, and coordinating required documentation.
• Coordinate turnover activities, including move-in and move-out inspections, scheduling cleaning, key distribution and return, and updating occupancy records.
• Coordinate communications with employees regarding housing assignments, inspections, repairs, renewals, and scheduled maintenance. .
• Assist with budget tracking and preparation of financial reports for employee housing
• Receive, track, and reconcile rental and license payments with the Finance Department.

Property Maintenance & Operations

• Receive, document, and coordinate maintenance requests, property concerns, and service issues with DPW Facilities, contractors, and other Town departments, as appropriate.
• Coordinate preventative maintenance, repairs, inspections, contractor access, and other operational activities for Town- and Trust-owned residential properties.
• Monitor compliance with lease and license terms and document and report property concerns, lease violations, and resident issues to the Real Estate Specialist for appropriate action.

Reporting & Administrative Support

• Prepare reports, correspondence, and other administrative documentation related to the Town's residential housing portfolio, including monthly vacancy, occupancy, and turnover reports.
• Assist in identifying opportunities to improve the operation, utilization, and administration of the Town's employee housing portfolio.
• Prepare invoices and supporting documentation for processing by the Administrative Assistant; perform invoicing functions in the Administrative Assistant's absence.
• Perform other related duties as assigned.

Recommended Minimum Qualifications:

Education and Experience: Associate degree in similarly related field and three (3) years of related work experience in an office environment or property management; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. 

SPECIAL REQUIREMENTS: Valid Class D Motor Vehicle Driver’s License.

Knowledge, Abilities and Skill
Knowledge:   Working knowledge of common policies, practices and procedures of municipal government and applicable state and/or federal laws and regulations pertinent to position functions, very helpful. Understanding of real estate and property transactions on Nantucket. Knowledge of office software (word processing, financial and data base management and spread sheet applications) and the Internet in support of department operations.
Abilities:   Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information. Ability to receive and process invoices, payments, and inquiries in a timely manner.  Ability to complete multiple tasks in a timely, detailed, and accurate manner. Ability to communicate affectively and use business acumen.
Skills:   Proficient skills in the operation of a personal computer and office equipment and the application of office software. Proficiency in business mathematical skills, recordkeeping basic accounts payable/receivable, and customer service skills.

Physical and Mental Requirements 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.
 
Physical Demands:  Little or no physical demands are required to perform the work. Work effort principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, and copy paper.

Motor Skills:  Duties are largely mental rather than physical, but the job requires the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, keyboarding, word processing, filing, and sorting of papers.

Visual Demands:  The employee is constantly required to read documents and reports for understanding and routinely for analytical purposes. The employee is rarely required to determine color differences.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.