Assistant Community Manager - Student Housing

Overview

Manage leasing, marketing, and staff for student housing community.

Key Responsibilities

• yardi data
• lease audits
• marketing plans
• renewal coordination
• work orders
• budget oversight

Tasks

Will always include those specifically assigned by the immediate supervisor. X Coordinate the budget and/or participate in the data collection and organization of budget materials. Check (_) all appropriate functions that apply to this job. _ Monitor the budget and/or track the budget once it has been adopted. Manage all leasing and marketing efforts of the community. Oversees the Leasing staff and should be able to assist the Community Manager with all day-to-day operations of leasing office. _ Develop the budget and/or make recommendations that affect the allocation of funds. _ Administer the budget and/or make expenditure decisions once the budget has been approved. -Approve all invoices for expenses and submit invoices in a timely manner -Inspection Forms: Organize Inspection forms, post move in/out and summarize issues so that Community Manager can review with maintenance staff. -Plan and order print ads to coordinate with advertising schedule and uphold relationships with publications. -Assist the Community Manager with oversight of the leasing team and training and ensure all company standards are being followed -Move-in Day: Work side-by-side with Community Manager to plan move-in day; traffic flow, check-in process, vendor fair, & maintenance table. -Market Survey: Complete the survey and maintain relationship with competitors. Delegate to seasoned leasing consultants occasionally. -Complete Leasing Consultants work schedule each month. -Evaluate unit prices in accordance with the market and budgeted goals -Meet regularly with Community Manager and Market Director to discuss leasing issues and community performance -Conduct a monthly market survey and recommend pricing changes -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. -Suggest marketing recommendations and implement plan to achieve leasing goals. -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: -Coordinate the renewal program and ensure that all residents are contacted through the renewal process -E-mail: Monitor community’s emails and follow-up to ensure all leads and resident emails are being responded to in a timely manner. -Maintain the integrity of all social media outlets for community. -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. -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. -Move-in Packets: Oversee the production of move-in packets, utilizing the office staff to help assemble packets. -Oversee the production and distribution of the community newsletter. -Oversight of resident services and activities, including supervision of leasing program -Make sure leasing team is updating community’s website regularly and according to standards. -Renewal Season: Maintain the renewal notebook as activity occurs. Delegate responsibilities of contacting current residents to Leasing Consultants. -Support Leasing Consultants in the leasing of apartments and ensure that Fair Housing guidelines are followed -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 -Provide revisions when necessary for Promotion Summary Forms and ensure deadlines are documents are completed in timely manner. -Goal Board: Maintain the community’s goal board and fill in properly as leasing occurs. -Phone: Train Leasing Consultants on proper phone etiquette and monitor all voicemails are answered 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. -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. -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. -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. -Roommate Matching: Work with entire leasing team and Community Manager to place residents in future apartment locations based on their roommate requests and preferences. -Resident Communication: Assist the Community Manager with all Move-in and Move-out related communications to residents and guarantors. -Maintain lease files and computer records for the community -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. -Supervise and motivate leasing staff -Perform administrative duties as assigned by the Community Manager -Follow up with the leasing team to insure deadlines and standards are upheld. -Ensure that the onsite staff provides the highest level of service to residents -Develop an annual marketing plan and conduct marketing reviews on a monthly basis -Track all leasing activity, availability, and collaborate with leasing consultants to complete roommate matching for incoming residents. -Approve all social media communication before it is published. -Conduct weekly meetings with leasing staff -Community Events: Regularly check in with staff to ensure all advertising and event planning is being completed. -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. -Follow-Up Program: Check Leasing Consultants’ prospect notebooks & Yardi monthly to ensure procedures are being followed. -Review tour route, current availability, and leasing objectives with Leasing Consultants to train on the most successful techniques. -Review leasing team schedule to ensure office coverage and all marketing needs are met. -Train all staff members on proper leasing techniques and resident service

Requirements

• entrata
• excel
• bachelor's
• customer service
• leadership
• property management

What You Bring

Decision Making/Initiative – 25% □ Work Quality – 16.67% Job Knowledge and/or Job Specific Skills – 25% □ Reporting – 16.67% □ Collaboration & Teamwork – 20% □ Multi-Tasking – 16.67% □ Integrity – 14.29% □ Analytical & Problem Solving – 16.67% □ Reliability & Punctuality – 14.29% □ Influence – 20% □ Decisive – 16.67% Cooperation, Influence, Teamwork & Business Relationships – 25% □ Action-Oriented – 16.67% □ Work Quantity – 16.67% □ Practical Judgment – 16.67% □ Confidence & Risk Taking – 16.67% □ Ethics & Values – 14.29% □ Time Management– 14.29% □ Approachability & Composure – 14.29% Professional/Technical/Communication Skills – 25% □ Creativity & Productivity – 16.67% □ Internal/External Relationships – 20% □ Job Knowledge – 16.67% -Able to follow directions from a supervisor -Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentage, pro-rations, occupancy averages, and rents per square foot. -Patient, even-tempered and works well under pressure -Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with residents in a proactive, professional manner so as to reduce conflicts and uncertainty in a relatively quick manner. -Able to understand and follow posted work rules and procedures -Able to work weekends or overtime as job requires -Able to lead, manage and train others -Excellent customer service and negotiation skills -High degree of professionalism and demeanor resulting from previous property management or leasing experience -Able to accept constructive criticism -Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. -Effective time management skills -Knowledgeable in Microsoft Word/Excel/Entrata -Good communication and listening skills -Organized and detail-oriented -Able to be an effective team player and interacts well with others -Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience -Able to maintain confidentiality

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Benefits

Resident and Promotional Events □ Customer Service – 20%

About University Partners

-Using a data-driven thematic acquisition strategy, it identifies markets and assets with upside others often overlook. -It operates as a vertically-integrated platform, combining acquisition, development, and management under one roof. -Their financial strength and capital partnerships enable swift deployment and outsized returns in the student housing sector. -Typical projects span ground-up developments and lease-ups to repositioned communities near major universities. -Specialists on the team oversee everything from asset selection and underwriting to lease-up supervision and community operations. -A standout: they offer in-house training across all levels, maintaining consistency and quality across every property. -Despite being lean in headcount, their entrepreneurial culture and strong track record fuel rapid growth and innovation.

Sector Specialisms