Assistant Community Manager - Student Housing

Description

• Actively support the Community Manager and learn the job of the Community Manager to be able to effectively manage the community in the Community Manager’s absence
• Goal Board: Maintain the community’s goal board and fill in properly as leasing occurs.
• Assist the Community Manager with oversight of the leasing team and training and ensure all company standards are being followed
• Make sure leasing team is updating community’s website regularly and according to standards.
• Roommate Matching: Work with entire leasing team and Community Manager to place residents in future apartment locations based on their roommate requests and preferences.
• Marketing: Plan and carry out all campus events, promotions, print and online advertising. Keep Marketing Calendar up to date with all community events, promotions, and price changes.
• Renewal Season: Maintain the renewal notebook as activity occurs. Delegate responsibilities of contacting current residents to Leasing Consultants.
• Conduct a monthly market survey and recommend pricing changes
• Supervise and motivate leasing staff
• Meet regularly with Community Manager and Market Director to discuss leasing issues and community performance
• Leases: Verify all lease paperwork that is completed by Leasing Consultants. Review all leases and approve those that meet community’s rental criteria. Note that Yardi entry can be delegated to Leasing Consultants once they are trained however the approval is to be completed by the Assistant Community Manager only.
• Coordinates budget activities, including data collection and organization of budget materials
• Assistant Managers who are well established should assist Community Managers in the overall operation of the property and seek training and guidance to manage the following areas and to allow for promotion:
• Evaluate unit prices in accordance with the market and budgeted goals
• Approve all invoices for expenses and submit invoices in a timely manner
• Coordinate the renewal program and ensure that all residents are contacted through the renewal process
• Support Leasing Consultants in the leasing of apartments and ensure that Fair Housing guidelines are followed
• Conduct weekly meetings with leasing staff
• Community Events: Regularly check in with staff to ensure all advertising and event planning is being completed.
• Develop an annual marketing plan and conduct marketing reviews on a monthly basis
• Maintain the integrity of all social media outlets for community.
• Maintain lease files and computer records for the community
• Oversee the production and distribution of the community newsletter.
• Ensure that the onsite staff provides the highest level of service to residents
• Complete Leasing Consultants work schedule each month.
• Train all staff members on proper leasing techniques and resident service
• Yardi Data: The leasing consultants enter traffic, follow up, work-orders, and leases while the Assistant Community Manager ensures the integrity of the Yardi data.
• Review leasing team schedule to ensure office coverage and all marketing needs are met.
• Approvals/Renewals: Review pending leases daily and approve/execute applicable prospects on Yardi. (Note that this should not be delegated to Leasing Associates.) Update renewal lease information once lease is received from leasing consultant.
• Inspection Forms: Organize Inspection forms, post move in/out and summarize issues so that Community Manager can review with maintenance staff.
• Follow-Up Program: Check Leasing Consultants’ prospect notebooks & Yardi monthly to ensure procedures are being followed.
• Approve all social media communication before it is published.
• Plan and order print ads to coordinate with advertising schedule and uphold relationships with publications.
• Move-in Packets: Oversee the production of move-in packets, utilizing the office staff to help assemble packets.
• Work orders: Ensure work orders are entered into Yardi correctly. Actual entry can be delegated to leasing and maintenance. Ensure ALL work orders are called back.
• Perform administrative duties as assigned by the Community Manager
• Phone: Train Leasing Consultants on proper phone etiquette and monitor all voicemails are answered in timely manner.
• Move-out Process: Ensure that all administrative office procedures for Move-out follow IAC’s standards. Train staff on proper procedure and are prepared to answer customer questions.
• Audit: Conduct an audit on 100% of the lease files to ensure that proper documentation has been collected and maintained at least one month prior to move in. Conduct Yardi audit one month following to ensure resident & guarantor contact is correct.
• Resident Communication: Assist the Community Manager with all Move-in and Move-out related communications to residents and guarantors.
• Market Survey: Complete the survey and maintain relationship with competitors. Delegate to seasoned leasing consultants occasionally.
• Move-in Day: Work side-by-side with Community Manager to plan move-in day; traffic flow, check-in process, vendor fair, & maintenance table.
• E-mail: Monitor community’s emails and follow-up to ensure all leads and resident emails are being responded to in a timely manner.
• Provide revisions when necessary for Promotion Summary Forms and ensure deadlines are documents are completed in timely manner.
• Prospect Handling: Train Leasing Consultants on how to greet, tour, and lease to prospects that visit the community’s leasing office. Assistant Community Manager must make sure there is always office coverage available to work with prospects.
• Follow up with the leasing team to insure deadlines and standards are upheld.
• Track all leasing activity, availability, and collaborate with leasing consultants to complete roommate matching for incoming residents.
• Suggest marketing recommendations and implement plan to achieve leasing goals.
• Oversight of resident services and activities, including supervision of leasing program
• Review tour route, current availability, and leasing objectives with Leasing Consultants to train on the most successful techniques.
• Visit the community events to support the team in their efforts. Confirm all events are carried out as they were planned and documented by the Promotion Summary Form.

Requirements

• Demonstrated initiative, problem-solving, and sound judgment in decision-making
• High level of professionalism with reliability, integrity, and strong time management
• Able to maintain confidentiality and follow directions from supervisors
• Demonstrated professionalism and strong demeanor gained through student housing property management or leasing roles
• Ability to read and interpret safety rules, operating/maintenance instructions, and procedure manuals
• Able to understand and follow posted work rules and procedures
• Effective time management and ability to prioritize tasks
• Effective team player who interacts well with others
• Ability to compute rates, ratios, percentages, pro-rations, occupancy averages, and rents per square foot
• Clear verbal and written communication skills with the ability to remain approachable and composed under pressure
• Open to constructive criticism and committed to continuous improvement
• Proficient in basic math (add, subtract, multiply, divide with whole numbers, fractions, decimals)
• Bachelor’s degree (B.A.) from a four-year college or university, or 1–2 years of related experience/training, or an equivalent combination of education and experience
• Excellent communication, listening, and negotiation skills
• Ability to speak effectively before groups of customers or employees
• Strong customer service skills with a proactive, professional approach to conflict resolution
• Experience in student housing with a strong emphasis on leasing and marketing (required)
• Ability to write routine reports and correspondence
• Strong teamwork and customer service skills; able to build effective internal and external relationships
• Proficiency in Microsoft Word, Excel, and Entrata (preferred)
• Solid job knowledge with the ability to multi-task, manage reporting, and deliver high-quality, accurate work
• Works well under pressure with patience and even temperament
• Able to lead, manage, and train others
• Strong organizational and detail-orientation skills
• Proven experience in student housing, with an emphasis on leasing strategies and marketing initiatives

Benefits

• Flexible to work weekends or overtime as required

Training + Development

Interview process

Visa Sponsorship

Security clearance