Assistant Property Manager - The Falls At Marina Bay

Job Category: Sales Worker

Location: The Falls at Marina Bay, 2600 E Marina Bay Dr, Fort Lauderdale, FL 33312, USA

Job Details

Essential Duties And Responsibilities:

• Performs duties associated with leasing apartments to new tenants.
• Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).
• Immediately record all telephone and in-person visits on Guest Cards and in Rent Manager.
• Files own guest cards and maintain according to established procedures.
• Inspect models and available, communicate related service needs to Assistant Property Manager.
• Demonstrate community and apartment/model and apply product knowledge to prospect needs by communicating the features and benefits; close the sale.
• Have prospect complete application and secure deposit in accordance with the company procedures and Fair Housing requirements.
• Update availability report, process applications for approvals. (i.e., credit check, rental history, etc.) Submit processed applications to the Property Manager for approval. Follow up with applicant regarding status.
• Ensure apartment is ready for resident to move-in on agreed date.
• Immediately follow-up on prospects that did not close and attempt to close sale again. If unable to help prospect, refer them to sister communities to meet prospect's needs.
• Secure new resident signature(s) on appropriate paperwork prior to move-in. Orient new residents to community.
• Assist in monitoring renewals. Distribute and follow-up on renewal notices.
• Monitor advertising effectiveness. Gather information about market competition in the area and file.
• Represent the company in a professional manner at all the times.
• Operate computers programmed with accounting software to record, store and analyze information.
• Understand the lease and contracted credit report application.
• Accept rental payments and post rents to the computer.
• Comply with federal, state and company policies, procedures and regulations.
• Record monies collected and prepare bank deposit slips on an on-going basis.
• Debit, credit and total accounts on computer spreadsheets and databases using specialized accounting software.
• Ensure that all proper and legal documents are received, current, accurately verified and entered into the computer from new vendors, prior to payment being processed.
• Communicate with Property Managers regarding accuracy of invoices received; that purchase orders are attached and invoices are coded correctly, according to company procedures.
• Ensure that all invoices received from the properties are approved, entered and paid within a timely manner.
• Access computerized financial information to resolve vendor and payment disputes.
• Check figures, postings and documents for correct entry, mathematical accuracy and proper codes.
• Operate 10-key calculators, copy and facsimile machines to perform calculations, produce and distribute documents.
• Prepare statement of accounting notices for past residents.
• Prepare, review and close financial books for assigned properties on a monthly basis.
• Prepare and review quarterly and year end reports.
• Provide accounting support to Property Manager.
• Assist in lease transactions by typing leases, gathering applicant's history and credit approvals.
• Maintain accurate monthly commission sheets on leases, renewals and delinquencies for bonus purposes.
• Assume Community Manager's duties/authority in absence of immediate supervisor in accordance with company and community guidelines.
• Provide general clerical assistance to community office
• Updates required reports concerning move-out notices, activity, etc., on a daily basis and provides information to the property manager.
• Organizes and files all applicable reports, leases, and paperwork.
• Proof reads all lease paperwork and processes move-ins and move-outs.
• Processes all security deposit move-out reports.
• Accepts service requests from residents and routes to maintenance for prompt processing. Conducts service follow-up with resident when work is completed.

Income Collection

• Maintains accurate resident records. Updates on daily basis all rents, deposits and application fees received from residents. Issue appropriate notice when necessary (e.g., late payments, eviction notices, returned check memos).
• Deposits all receipts prior to bank close each day.

Resident Retention

• Receive all telephone calls and in-person visits. Listen to resident requests, concerns and comments.
• Quickly complete maintenance Service Request and inform the maintenance team. Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.
• Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis.
• Maintain open communication with Property Manager and Maintenance Supervisor.
• Contribute to cleanliness and curb appeal of the community on continuing basis.
• Assist in planning resident functions. Attend functions and participate as host for any functions as directed by the Property Manager.
• Enforce policies of the community.
• Physically inspects community when on grounds, picks up litter and reports any service needs to maintenance staff. Will also inspect move-outs and vacancies when requested.
• Collect move out keys and move tenant out of the system in Rent Manager.

Supervisory Responsibilities:

Directly supervises employees in the department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Competencies:

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
• Written Communication - Writes clearly and informatively; presents numerical data effectively; able to read and interpret written information.
• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
• Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports affirmative action and respects diversity.
• Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's