The Management Trust
Position Title: Property Management Assistant
Location: San Luis Obsipo,CA
Reporting To: Senior Property Manager
Status: Non-Exempt, Full-Time
Salary: $20.00 - $23.00/hour
COMPANY PROFILE:
The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.
EMPLOYEE OWNER POSITION PURPOSE:
Position is responsible for assisting all aspects of the rental department and occasional HOA department operations; phone calls, filing, coordinating rental showings, processing applications, vendor coordination and follow up, property inspections, accounts payable, accounts receivable, etc.
JOB DUTIES AND RESPONSIBILITIES:
- Assist with all aspects of managing rental properties and increasing business profitability
- Assist HOA managers as needed
- Ensure office activities are administered properly and on time
- Respond to all tenant inquiries regarding available units
- Prequalify potential applicants and coordinate showings.
- Process all rental applications according to office policy.
- Respond to tenant inquiries and problem calls
- Marketing: Data entry for all approved venues of advertising media
- Maintain logs & records to ensure required repairs and maintenance follow through is completed
- Have an eagerness to understand current landlord/tenant laws and due process.
- Assure proper organization of filing and utilization of broker approved record keeping systems
- Maintain tickler system for upcoming lease expirations, work order follow up and other future calendar considerations
- Recognize situations beyond normal protocol and notify Supervisor/Broker for risk management intervention.
- Report all conflict / risk management concerns to Supervisor/Broker.
- Ensure all task completions are efficiently executed according to procedural guidelines.
- Nurture effective relations with preferred vendors, various other community vendors and in house maintenance service.
- Recognize service beyond the scope of our management contract and communicate with Supervisor/Broker all situations of possible extra service charges.
- Notify supervisor/broker of any legal threats, deferred maintenance issues and risk associated with the job.
- Process move-in and move-out paperwork, inspections and reports.
- Annual Inspections
- Review, process and approve accounts payable
- Log all application processing fees for manager's monthly report.
- Maintain a log of where callers & business leads heard of us (advertising, word of mouth, sign, etc.)
- Be familiar with the terms in our rental & management contracts and addenda in order to communicate contract compliance.
- Review accounts receivable and pursue delinquent tenant accounts and Owner account shortfalls.
- Serve legal notices and complete proof of service documents for file
- Ensure ongoing curb appeal of rentals to maximize rent potentials.
- Take on tasks assigned by Supervisor, Regional VP, Broker or CEO as needed for the further assurance of quality customer service and increasing company profitability.
QUALIFICATIONS:
- Qualified candidate will have proven track record with at least one year customer service experience; consistently courteous, polite and accommodating.
- High School Diploma required; college/Real Estate school credits a plus.
- Preferred experience with accounting software (we use Yardi) and operating expense recoveries as well as rent collection and payables processing.
- Must be proficient with Microsoft office programs; word, excel
- Must have a thorough understanding of an agency fiduciary relationship with clients, to include facilitating landlord/tenant provisions of law and contract compliance.
- Demonstrate strong interpersonal and relationship building skills with the sense of honesty and fair dealings.
- Expected to be able to work diligently with little supervision, to be detail oriented yet flexible.
- Candidate must have the aptitude for advancement
- Must have valid CA driver's license and reliable transportation.
SPECIAL POSITION REQUIREMENTS:
Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy (including reliable transportation to conduct site visits)
ESSENTIAL FUNCTIONS:
- Use standard office equipment, including: computer, phone, copier/scanner, etc.
- Be stationary for periods of time
- Relocate up to (25) pounds
- Travel to and from offsite locations
SUPERVISES OTHERS? IF SO, LIST:
SCHEDULE & TRAVEL:
- Monday-Friday from approx. 8:00 am-5:00 pm
- This position may require occasional long hours to meet business needs
The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.
TMT reserves the right to modify this job description at any time based on business need.
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